HOW TO Start a New Student Organization at Drexel University

							             HOW TO:
Start a New Student Organization
        at Drexel University
The Leadership Assistants

  • This Tutorial has been prepared by the
    Leadership Assistants: a team of students
    engaged in helping to strengthen your
    student leadership and your organization.
    Please visit our website to see what services
    we can provide for your new organization!


                          Visit the website!




 OCA   Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
General Information
•      The Office of Campus Activities (OCA) manages the
       process of becoming officially recognized on campus.

•      It is necessary to become recognized to enable access
       to email, web space, money, and other privileges and
       necessities for your new organization

•      OCA is located in Creese 215 and employs some very
       friendly people, so just stop by and introduce
       yourself. We have a wealth of information to help you
       through this process.
       •   OCA’s Website: http://www.drexel.edu/oca/
       •   Email: askoca@drexel.edu
       •   Phone: 215.895.1328



 OCA        Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
The Steps
  1) Idea Stage
  2) Recognition Process
     • Constitution
  3) Recruit Informally
     • Advertise
     • Meeting
     • Advisor
     • Constitution
     • Elect Officers
  4) We’re Recognized, Now What?
  5) Money
  6) Email Account and Website Space
  7) SOOT Workshop
  8) Reminders

  CLICK HERE for Student Organization Recognition Benefits
  CLICK HERE for Student Organization Recognition Responsibilities


 OCA     Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
1) Idea Stage
• Have an idea for a new organization?
• Start by deciding:
       • Organization purpose
       • Intended membership
       • Activities you would like to plan

• Each organization must have a unique mission. Individuals
  seeking to start a group cannot replicate an existing group.
  OCA can help you determine this.

• Check out the Student Organization Directory on the OCA
  website to see what other organizations already exist

• To start a new group, your organization will need 10 people
  who support the idea of your group on campus. They do not
  need to be officers, but you will need a president, treasurer,
  and advisor.

 OCA       Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
2) Recognition Process
•      Becoming Recognized with OCA:
       •   Pick up (2) forms at Creese 215 or download them online:
            1. Student Organization Annual Recognition Form
            2. Skeleton Constitution to model your organization’s
               constitution upon

•      Start with the Recognition Form: fill it out to the best of your
       ability and be aware of all the needed information.
•      Read over the skeleton constitution to give you a direction in
       what you need to think about for your organization.
       •   Requirements are in bold on the skeleton constitution
       •   Inclusion clause is an absolute necessity
       •   Advisor must be Full-Time Faculty/Staff
•      CLICK HERE for more resources



 OCA        Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
2) Recognition Process
1. Organization submits Recognition paperwork and Constitution
2. Advisor is e-mailed for confirmation that they meet all
    requirements and will serve as an advisor. Once the advisor
    has confirmed, the process can continue.
3. OCA reads constitutions for content
4. Organization is e-mailed to set up a short meeting with OCA
    staff for any necessary constitution revisions
5. Organization submits constitution changes
6. Constitution is re-read for revisions
7. Organizations attend Student Organization Orientation and
    Training (SOOT) workshops (can do this part at any point
    throughout the process)
8. All paperwork is confirmed and the organization is now
    recognized and is able to access privileges of being a
    recognized organization

 OCA    Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
         Example of Recognition Form




http://www.drexel.edu/oca/downloads/OCA_recognitionform_FY08.pdf

OCA    Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
3) Recruit Informally: Advertise
 •     Recruit!
       •   Find other potential members by hosting an formation
           meeting
       •   On-campus advertising ideas
           •   Print Advertising
           •   Physical
           •   Electronic (Email, Facebook, etc.)

       •   For your meetings, you may use a public area on campus
           like Ross Commons or Creese
       •   If you’ve already turned in your paperwork, you can get
           reservations for a meeting place through OCA:
           •   Permission for 1 meeting (not event) is granted once you
               have turned in the paperwork, but this does not mean you
               are recognized
           •   You must request the reservation through OCA. Once we
               approve, we will inform you and Event Services


 OCA       Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
3) Recruit Informally: Meeting

•      Formation Meeting
       •   Try to get 10 potential members (or anyone who supports
           the idea of the organization) to sign the back of the
           “Student Organization Annual Recognition Form” for
           submission to OCA


       •   At your meeting, discuss your mission and brainstorm
           ideas for potential events

       •   Gauge interest in leadership positions among potential
           members. These people might be helpful in drafting the
           Constitution you’ll need to submit to OCA

       •   Try to set up the next meeting before the end of the
           formation meeting: find out what meeting times are good
           for the other new members
 OCA        Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
3) Recruit Informally: Advisor

• Secure an Advisor
       •   OCA requires that to become recognized, your
           organization must have an Advisor

       •   This person must be full time faculty, administrative, or
           professional staff of Drexel University

       •   There should be mutual agreement (on the parts of the
           organization and the advisor) about the role of the advisor

       •   More details about this can be found on the “Student
           Organization Annual Recognition Form”




 OCA        Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
 3) Recruit Informally: Constitution
• Start by Looking at the Skeleton Constitution given to you
  by OCA
• Get input!
   • Contact the other members of your organization, especially the
     ones who were interested in leadership roles, and see what they
     think is a necessity

   • You could form a Constitution Committee and meet in person, or
     simply via email

   • Adapt the document to your needs, but keep it simple! The
     Constitution should indicate your organization’s policies and
     procedures, but you don’t need to reinvent the wheel!

• *CEO Leadership Development Resource: Constitution
  and Bylaws
• OCA’s input: How to Write A Constitution


   OCA    Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
3) Recruit Informally: Elect Officers
• Your organization will need at least a President and a Treasurer
  to be recognized by OCA, but you might find you also need a
  Vice President, Secretary, Public Relations Chair, etc.
• You could run elections in-person, or through a free email
  account (yahoo, etc.) created specifically for that purpose
       • Find two members, preferably ones that aren’t interested in
         leadership roles, to manage the elections process
       • Make sure you set specific deadlines for responses - anything
         submitted late will not be included, etc.
       • For those that are running for office, you may want to encourage
         people to submit a statement (for example, 100 words) about
         themselves and how they intend to support the organization.
         Chances are, not everyone will know each other and this is a good
         way to level the field
       • Send each person’s statement out in a document prior to elections

•   *CEO Leadership Development Resource: Officer Responsibilities
•   *CEO Leadership Development Resource: Minutes and Record
    Keeping

 OCA        Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
4) We’re Recognized, Now What?
• If you’ve submitted your Recognition Form and
  Constitution, OCA will contact you to let you know where
  your organization stands in the process.

• OCA has recognized your organization! Now What?
• Check It Out!
       • OCA has a number of resources that can be borrowed for
         free or rented out, like a helium tank or a popcorn machine.
       • CLICK HERE for the complete list of OCA Resources
• Utilize Leadership Resources
       • OCA website - Leadership Section
       • Tip sheets




 OCA       Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
4) We’re Recognized, Now What?
• Your organization will also have access to
       •   Email (see next slides)
       •   Web space (see next slides)
       •   Posting privileges
       •   Apply for Office Space
       •   Apply for money (see next slides)
       •   Mailbox
           • Located basement of Creese
           • Address: ATTN: (insert student organization name)
                       215 Creese Student Union Center
                       3210 Chestnut St.
                       Philadelphia, PA 19104
       • Reservations
           • Email Events Services to reserve space for meetings and events
             on campus
           • CLICK HERE for Event Services webpage


 OCA        Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
5) Money
• The Student Activity Fee Allocation Committee (SAFAC) is a
  board of undergraduate students that help fund the activities,
  initiatives and programs relevant to the mission statements of
  Drexel University's full-time undergraduate student
  organizations.

• SAFAC Website

• Bridget Scanlan (Student Organization Account Manager)
       • Email: bts27@drexel.edu
       • Phone: 215-895-1811
       • Office: Creese Basement Room 32F

• CLICK HERE for more information on finances: annual
  allocations, CAP funding, reserve funding, fundraising,
  and much more!



 OCA       Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
  6) Email Account & Website Space

• Using a website and organization email can help give your
  new organization an identity and be a great resource for
  current and potential members.

• Once you are recognized, the president can email
  accounts@drexel.edu to set up email and web space.

• This website has the information you will need




   OCA    Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
 7) SOOT Workshop

Student Organization Orientation and Training (SOOT) is a mandatory
training for all student organization leaders.

Purpose - provide an overview of the functioning of students organizations
and the responsibilities of leaders within student organizations.

Attendance - Undergraduate student organizations- president, treasurer,
and one additional member must attend SOOT. For graduate and Goodwin
organizations - president and treasurer must attend SOOT. Each of these
individuals must attend one SOOT workshop during the fiscal year for which
the group is seeking recognition.

Frequency- held multiple times at the beginning of the academic year and
also during the first week of most months throughout the academic
calendar. Dates and locations are listed on the Office of Campus Activities
website calendar.


   OCA      Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
    8) Reminders
•   Change of Officer Form
    •      If at any point during the year your organization changes
           president, treasurer, or advisor, you must notify OCA. This is
           done using the same form as the Annual Recognition Form,
           but just check the box for “Change of Officers/Advisors
           Form”. Only the updated information needs to be included,
           so you don’t need 10 signatures, etc.

•   Check out the Officer Transition Checklist on the
    Leadership Library website if your organization is changing
    officers

•   The Leadership Assistant Website explains the services we
    offer and has tons of other resources in our Online
    Leadership Library, including Tip Sheets and other
    Tutorials



     OCA       Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp
Contact Information
  Office of Campus Activities

  Email: askoca@drexel.edu

  Phone: 215-895-1328

  Website: http://www.drexel.edu/oca/default.asp




  Leadership Assistants

  Email: leadershipassistant@drexel.edu

  Website: http://www.drexel.edu/oca/l/la.asp


 OCA     Leadership Assistants   dla1@drexel.edu   http://www.drexel.edu/oca/l/la.asp