1. Club Secretary
Student Org Academy 2016

2. Who is this guy? James Alexander, Assistant Director of Rec Sports
I oversee the Club Sports program
any questions-

3. What We’re Covering General Duties of position
Secretary Paperwork and Forms
Travel
Campus Event Planning
Advertising and Promotions
Officer Transition

4. General Duties Record keeping Meeting Attendance Member roster
Meeting minutes
Club Communication (within as well as on behalf of)
Groupme
Social media
Office of Student Involvement
It’s important to document participation and record what happened this year because it can/will inform future groups on what went well and why certain decisions were made.

5. Secretary Paperwork and Forms
Member Roster
Fundraising Permit Form
Travel Itinerary
Meeting Minutes

6. Off-Campus Travel
What is the club’s method for planning out your club’s travel logistics to ensure the best practices for safe travel on your organization's next trip.
Must submit Travel Itinerary on OrgSync.
Still have to follow Xavier Policies and Procedures when traveling
Trips must have a chaperone (Xavier Faculty/Staff member)
Travel Safety Checklist

7. Your position related to travel
Submitting Travel Itinerary
Found in Orgsync:
Link connects you to the Student Travel Policy information as well as form to submit

8. Campus Event Planning
What are the basics of event planning on Xavier’s campus?
How do you reserve space, manage risk and divide tasks among members?
How do you work with vendors?

9. Securing Space on Campus
What is the name and contact information for the person to contact to schedule events/reserve space in the Academic Mall or the Xavier Yard?
Office of Student Involvement-
Who do you contact to reserve a room on campus?
Registrar
Building Coordinator
Canvas

10. Advertising and Promotions
What are best practices for advertising events on campus and information?
Outdoor Postings (chalk, signs, flags) –
Form on OrgSync; MUST be removed within 24 hours of end of event
Flyers/Digital Signs in buildings –
Contact Building Coordinator
Social Media
Newswire

11. Changes to Xavier’s Logos
How to properly use Xavier's brand and logo.
In summer of 2015, Athletics became the exclusive users of the following logos
the Xavier “X”
the Small D’Artagnan Head
“Xavier” with a Sword Underneath
    
   

12. Your Job Pertaining to Advertising
Creating the signs? Figuring out where to put them… Know who to contact!!

13. Officer Transition
What is the club’s process of transition from one year of officers to the next? How do you train your successor?
Job description
Create folders/binders to pass down
Monthly calendar of responsibilities, tasks.
Be available to answer questions and help
Set goals

14. Fundraising Policy Fundraisers include:
sales of any kind (including food or beverage),
raffles,
tickets,
apparel,
discount cards and other products.
Fundraisers include events such as silent auctions, charity balls, donation collection boxes, concession sales, and letter writing campaigns.

15. Fundraising Policy
MUST submit a Fundraising Permit Form on OrgSync 2 WEEKS prior to event
Cannot include sales of alcohol or illegal substances
Cannot do crowdfunding type activities (GoFundMe, etc)
No gambling (includes split-the-pot, raffles, etc)
If on campus, MUST get location approved
If selling apparel, MUST get designed approved

16. Fundraising-Do Not Contact List
5/3 Bank
AK Steel
American Financial
Chase
Chiquita brands
International
Cincinnati Bell
Cincinnati Reds
Convergys
Deloitte & Touche
Duke Energy
EW Scripps/ Foundation
Fidelity Foundation / Fidelity Investments
First Financial Bank
Fort Washington Investments
G.E. Aircraft Engines
Grant Thornton
Huntington Bank
Key Bank
KPMG
Kroger
La Salle
Macy's
Messer Construction
National City Bank
PNC Financial
Proctor & Gamble
PWC
Toyota Motor Engineering & Manufacturing North America, Inc.
Union Savings bank
US Bank
Western & Southern

17. That’s All Folks!!
Questions?