CEO WORKSHOPS Creating Excellent Organizations

1. CEO WORKSHOPSCreating Excellent Organizations Welcome! Please sit in the middle section!

2. Today’s Agenda • Welcome & Why • Timeline for Process • Constitution Overview • Diversity & Inclusion • BeInvolved • Club House

3. Why? • JMU claims their orgs as recognized entities. • Use of letters/logos, space, covered by insurance • Better ability for follow-up and checking-in

4. Benefits of Being a Recognized Organization • Participating in Student Org Night (8,000 people attended this fall!) • Having the ability to reserve rooms on campus • Having the ability to fundraise on campus • Permission to use JMU in your club name, apparel, and sales merchandise • Use of the Club House • Using resources in the Student Activities & Involvement office (ex. Outriggers, BeInvolved Website, club workshops, etc.)

5. CEO – Workshop Schedule • CEO I: Week of September 2nd • CEO II: Week of September 9th • Constitution Meetings: Week of September 16th (online sign-up out this week) • New Org Showcase: Wednesday, October 2nd

6. Important Policies • Minimum of 2 representatives per session • No RSVP or sign-up needed! • 5 minute late window…ish • Different representatives can attend different sessions • If no one attends to represent your organization then the organization is removed from the CEO process • Sign in at all sessions • Communicate early with us! • Primary contact will receive emails and communications. Tell us if this needs to be changed! • Information will be posted online ASAP (website outage) • Please make sure to pass on all information in each session to all members of your organization!!

7. Loss of Recognition Reasons for denial/loss of recognition: • Failure to Abide by Attendance Policy • Failure to Submit Paperwork in a Timely Manner • Lack of Faculty Advisor by completion (must be full or part time staff) • Unacceptable Risk Level • Failure to Support the JMU Mission • Other organizations meet the same need --- • Failure to Meet Responsibilities of a Recognized Club (Annual Organization Registration) • Lack of Student Interest – Advisors cannot keep an org alive

8. How to Write a Constitution And why it matters

9. Constitution Writing What is a constitution? • The foundation of who and what your group is and where it is going • It will give your group stability, assuring the mission continues • Official JMU document • The answer to the question, “can our org…?” • I will defer to an org’s constitution 9 times out of 10. If it is not listed, we’re in limbo. • How your org will function 5 years from now

10. Basic Format Article 1:Name of organization Article 2:Purpose of organization Article 3: Membership (required statement, who can join, removal, rights of membership) Article 4:Officers (roles, requirements, removal, term limits, nominating process, runoffs) Article 5:Advisor (required statement, expectations, removal) Article 6:Meetings (how often to meet, attendance policy, quorum) Article 7:Finance (dues, collection procedure, banking) Article 8:Hazing (required statement) Article 9:Amendments (procedure for proposing & approving amendments) Article 10:Ratification (required statement)

11. Required Statements(Bolded statements in Constitution Template) • Membership: Non-discrimination • Advisor: Policy 1301 • Hazing: Complies with Virginia laws and university policy, more when we talk about Risk Management next week • Ratification: Get it to Student Activities after any major changes • Upload to BeInvolved at least once a year with Annual Organization Registration

12. Suggestions • Officer elections, duties, and removal process • Elections and Transitions: Do NOT elect last meeting in April • Removal: Consider NOT having it be a full vote of all members, turns into a popularity contest • Laid out procedures: first/second/third warning, emergency or extreme circumstances, etc. • Member standards, requirements, removal and sanction process • Lay out what is a good member and standards expected to meet • Requirements needing to be met: yearly, semesterly, etc. • Member contract that changes every year an the discretion of Exec Board/VP of membership • How will these standards and requirements be kept, follow-up, sanction and removal process • “Actions deemed inappropriate by membership INCLUDING BUT NOT LIMITED TO…”

13. “Homework” • Constitution Worksheet and/or Checklist • Meet with your org members to fill out. Not everything will be totally decided, but begin thinking and drafting. • All org constitutions are public through BeInvolved (though not all are created equal!). Start browsing and seeing what others have done. • Myself, Katie, or other pro-staff will give feedback at the individuals meetings you’ll schedule for the week of Sept. 16. Bring questions! • Will send out electronic version of constitution template. Only the parts bolded are required. All other language can be changed.

14. Questions?

15. Next Week • Email this week to Primary Contacts with reminders • Will include links to website with digital version of constitution template, this presentation, link to sign up for group meetings, any clarifications • Constitution Meeting Sign-Ups for Week of September 16thdue Friday, September 13th at 5pm • Draft of Constitutions due to me via email by Sunday the 15th at 3pm • Beta Theta Pi meet with FSL • Covering: • Risk Management, Banking & Finance, Nuts & Bolts