SECRETARY MANUAL 2010-­‐2011 Content I.
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Organization Agenda Organization Minutes Instructional Sheet for Membership Rosters Membership Roster OrgSync 101 a. Group Permission b. Membership Request c. Events d. Promote or Move a Member within Your Organization e. To-­‐Do List f. Contact Book g. Organization Tools Menu h. Files Events a. Reserving Space 101 b. Event Checklist c. Courtyard Diagram d. Gym Diagram e. Meeting Room Diagram f. Multipurpose Room Diagram g. Schimmel Lobby Diagram h. Student Union Diagram i. Study Room Diagram Organization Meeting Agenda I.
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Call to Order Roll Call Public Announcements Approval of Last Minutes Officer/Chair Reports a. President Old Business-­‐ discussion and votes only New Business-­‐ discussion and votes only Closing Remarks Adjournment VI.
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Organization Meeting Minutes Date Call to Order Time/Place Attendance Public Announcements Approval of Last Minutes: pass, pass with changes Officer/Chair Reports a. President Old Business-­‐ Votes that passed/failed, next meeting details Closing Remarks Adjournment Time Instructional Sheet for Membership Rosters
The membership roster is an essential component of your club management as a student leader
and as such should be taken as seriously as the other components in order to ensure success in
your operations as a student organization. When completing the roster you should consider the
following guidelines:
All membership rosters should include:
Your complete name as it appears on the Banner System or your driver’s permit, or state ID. If
your name is Charles and your nickname is Chuck you should put Charles on the membership
roster to avoid confusion when the office assistant does QPA and Registration checks, or if
money has to be reimbursed to you in the form of a check.
The U# numbers are extremely important because it is your ID on campus. For further
instructions on how to find your U#, please refer to the bottom of the instructional page. *
Your Pace email addresses.
In any event where we need to contact via email, it is highly recommended that the pace email be
used. It is also useful for professional reasons. As a student leader, you are in training to become
a working professional and one of tomorrow’s future leaders and as such proper email practices
is a must. Please note that if you do not check your Pace email regularly, you always have the
option of forwarding your Pace email to your personal email accounts such as Yahoo, Hotmail,
Gmail, and AOL.
A current and constantly updated phone contact for each E board member.
For major events and other general events, your SDACA advisor will need to contact you via
phone to keep you up to date on the latest details. A current phone number is therefore vital.
Indicated position
Your position should always be clearly outlined on the membership roster sheet so that the
Office of Student Development and Campus Activities can contact the right person or persons on
your E board for clarifications, trainings and for other various reasons or occasions.
All membership rosters should be typed.
*If you do not know your U# follow the instructions below,
Simply log on to the Pace Portal
Click on the student tab
Click on registration and grades
Click on class schedule
Pick a previous or current semester
When the page pulls up with your class your U# is usually right before your name on the top right hand corner of the
class schedule page. We no longer accept SSN’s for various security and privacy reasons.
Membership Roster
On the next page you will find the E board Membership Roster. This roster is vital to SDACA
for the sole reason that it is the only way we can see who is what in your organization, as well as
it provides a way to directly contact the appropriate people.
Please make sure when you and your E board fill it the membership roster form out to include
ALL information listed. If there is a change in anything please make sure to contact SDACA and
change the necessary information immediately.
Make sure that the membership roster changes with every new E board that organizes and
manages your Organization.
The most adequate time to give in your membership rosters would be right after elections and
right before Budgets are due, those are two crucial times for not only your organization but to us
as well.
Organization:
Membership Roster
Academic Year 2010-2011
Position: President Name: (Last, First) , Student ID Number/ U#: Phone: -­‐
-­‐
Email: (Pace Email only) Address: Cell
Home
Work
Home
Work
Home
Work
Position: Vice President Name: (Last, First) , Student ID Number/ U#: Phone
-­‐
Email: (Pace Email only) Address:
-­‐ Cell
Position: Secretary Name: (Last, First) , Student ID Number/ U#: Phone
-­‐
Email: (Pace Email only) Address:
-­‐
Position: Treasurer Cell
Name: (Last, First) Student ID Number/ U#: Phone: -­‐
Email: (Pace Email only) Address:
-­‐
Cell
Home
Work
Position: Organization Council Representative Name: (Last, First) Student ID Number/ U#: Phone: -­‐
Email: (Pace Email only) Address:
-­‐
Cell
Home
Work
For Official Use Only: Entered in database  Date: Key list submitted  Entered in list serve  Date: Constitution submitted  Date: Position: Name: (Last, First) , Student ID Number/ U#:
-­‐
Phone: -­‐
Email: (Pace Email only) Position: Cell Home Work Date: Name: (Last, First) , Student ID Number/ U#: -­‐
Phone: -­‐
Cell
Email: (Pace Email only) Home
Work
Position: Name: (Last, First) , Student ID Number/ U#:
Phone: -­‐
-­‐
Cell Email: (Pace Email only) Home Work Position: Name: (Last, First) , Student ID Number/ U#: -­‐
Phone: -­‐
Cell
Email: (Pace Email only) Home
Work
Position: Name: (Last, First) , Student ID Number/ U#:
Phone: -­‐
Email: (Pace Email only) Position: -­‐
Cell Home Work Name: (Last, First) , Student ID Number/ U#: -­‐
Phone: -­‐
Cell
Email: (Pace Email only) Home
Work
Position: Name: (Last, First) , Student ID Number/ U#:
Phone: -­‐
-­‐
Cell Email: (Pace Email only) Home Work Position: Name: (Last, First) , Student ID Number/ U#: -­‐
Phone: -­‐
Cell
Email: (Pace Email only) Home
Work
Position: Name: (Last, First) , Student ID Number/ U#:
Phone: -­‐
Email: (Pace Email only) Position: -­‐
Cell Home Work Name: (Last, First) , Student ID Number/ U#: -­‐
Phone: -­‐
Cell
Email: (Pace Email only) Home
Work
Position: Name: (Last, First) , Student ID Number/ U#:
-­‐
Phone: -­‐
Email: (Pace Email only) Cell Home Work Position: Name: (Last, First) , Student ID Number/ U#: Phone: -­‐
Email: (Pace Email only) -­‐
Cell
Home
Work
OrgSync 101
Now that you know what OrgSync is, below are some of the features you can use. Though there
a variety of ways you can use OrgSync this manual will only show you the most vital features
that can make managing your organization/club easier.
Group Permissions
Set each module’s permission level for each account group.
Permissions Levels:
o Edit is the highest level and makes everyone’s in that Account Group an
administrator with full control to Create, Edit and Delete within just that
specific module.
o View gives everyone in the Account Group the ability to view and interact
with the items and posts within the specific module, but no one in the
Account Group can Create, Edit and Delete items.
o Disable a module for an Account Group will remove that module from the
Organization Toolbar for everyone in the Account Group.
To Manage Group Permissions:
1. Click Settings in the Organization Toolbar.
2. Click Group Permissions.
3. Change a Group Permission setting by selecting the new permission
level’s radio button.
4. Specific details on the View and Edit permissions are given for each
module by clicking on Help next to the module names.
5. Click ‘Submit’ at the bottom of the page once you are ready to save all
the new permission settings.
What you can ensure with group permissions for:
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Restrict account groups access to certain modules.
Ensure that only officers have editing powers.
Membership Request
When new members want to join your organization, but do not know the Organization Password
they can Request to Join an Organization feature. After a member requests to join, a new
Membership Request will show up in the People menu. An administrator will need to Accept the
request and assign the user to a User Group.
Accepting Membership Request:
1. Click Membership Requests under the People menu in the Organization Toolbar.
2. Review the profile(s) of the people requesting to join.
3. To accept the Request, click ‘Add to Members’ or ‘Add to New Accounts’ and the
person will be moved into that account group.
4. To Deny the request, click ‘Deny’ and the profile will be removed completely.
Inviting New Members
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Click People in the Organization Toolbar.
Click on the Invite New Members.
Select the Account you would like to Invite your members to.
Enter a personalized ‘Message’ (recommended)
Enter the ‘Email Address’ of the members you want to invite, separated by
commas or one per line. (remember whoever you invite will be automatically
added to the chosen group above)
6. Click ‘Submit’ to create a Pending Invitation and send each person an email
notification.
Events
Publish Event details on the Organization Calendar and allow members to RSVP. Track single
day or multi-day event involvement hours and create timesheet entries that can be added to your
members’ Co-curricular transcripts.
Create a new event:
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Click Events under the Tools menu in Organization Toolbar.
Click the ‘New Event’ tab.
Select the Event ‘Category’ that best fits your event.
Enter the Event Title, Date, Time, Duration and Description, ETC.
Enter an Address and your members will be able to click ‘Get Directions’
for a Google Map from their home address to the event address.
6. Enter ‘RSVP Limit’ able to Join an Event.
7. Check the Account Groups and Committees that you want to make this
event available to. Selecting ‘Public’ will place the vent on the
community-wide calendar and allows more non-members to find out
about the event.
8. Click ‘Submit’ and the organization event will show up on the
organization calendar.
Promote or Move a Member within Your Organization
First step to promote of move a member within your organization is to go to the account group
they are a part of in your organization (i.e. Members or New Accounts). You can access these
account groups under the People tool in OrgSync.
From here you will see a manage link in the left corner of that screen, upon clicking this you will
see a list view of all members in that account group, listed in alphabetical order. This gives you
two options to move your members. First you can mass move people by checking the box next to
their name and selecting the desired account group from the drop down at the bottom of that
page. The other option is to click the Options button next to their name. This will take you to a
screen where you can add their title within the organization, such as an officer title, as well as the
move the member to another account group by selecting from the set radio buttons displaying the
current account group for your organization.
To-Do Lists
Organizations and Committees can create To-Do Lists where projects and event planning can be
managed and specific tasks can be assigned or claimed by members with access to view the ToDo Lists.
To create a To-Do List
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Click on To-Do List under the Tools menu in the Organization Toolbar.
Click on the ‘New List’ button located at the upper right corner.
Enter the ‘Title’ for the new To-Do List.
Check the Account Group and Committees that you want to make this
To-Do List available to.
5. Click ‘Submit’.
To Add a Task
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Click ‘Add Task’ next to the List you want to add a task.
Enter a ‘Name’ for the task, and set the ‘Priority’ level and ‘Due Date’.
Click ‘Assign To’ to assign the task to one person or multiple people.
Click ‘Submit’.
To assign additional people to the task or to claim yourself, click on the
person icon to the right of a task.
6. Add a note to the task by clicking on the script bubble located to the right
of the task.
7. If the task is unassigned, then any member with access to view the To-Do
List can volunteer for the task by clicking on the person icon located to the
right of the task and clicking ‘Claim’.
Contact Books
Online Rolodex for your organization and committees to share contact information and track the
various relationships that are established and maintained over the organization’s lifetime. Each
Contact Book can store an unlimited number of ‘Contact Entries’. Each ‘Contact Entry’ contains
basic contact information fields, as well as a notes section where anyone with permissions to
view the Contact Books can add comment.
To Create a New Contact Book
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Click to open the Tools menu in your Organization Toolbar.
Click Contact Books.
Click ‘New Contact Book’, located in the top left hand corner.
Enter a ‘Name’, ‘Website’, and ‘Description’
5. Check which account group and/or Committees that you want to make
the new Contact Book available to access.
6. Click ‘Submit’ and the Contact Book will be created at the top of the list.
7. Click ‘Edit’ to changes to the Name, Description, and Availability.
Organization Tools Menu
Within the Tools menu you will find various event and project management tools that can help
your organization members stay active and involved with your organization.
Tools Menu Includes:
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Events
Meetings
News
SMS/Texting
Forms
Polls
Contact Books
Links
To-Do Lists
Classifieds
Tutoring
Timesheet
Files
Store an unlimited number of organization and committee files and documents, and share them
in folders with privileged-based access. Note: Only administrators and users with file edit
permission can create folders and upload files.
To create a folder:
1.Click to open Media within the Organization Toolbar and click on Files.
2.Click the ‘New file Folder’ button.
3.Enter the ‘Name’ for the folder.
4.Check the Account Groups and Committees that you want to have
access to the folder to download files.
5.Click ‘Submit’.
Reserving Space 101 Step One: Fill out an Event Registration form to request the desired date and space for your event. Allow yourself at least 3-­‐4 weeks time for MINOR event planning and 6-­‐8 weeks for MAJOR event planning. Step Two: Once the request has been processed you will received an email from [email protected] regarding your approval status. Step Three: Follow the directions in the email that are highlighted in RED based on the classification of your event MAJOR or MINOR. Step Four: MINOR: Fill out Event Finalization form with any minor food orders and/or setup needs. Order any educational media needs online as well at least two weeks prior to avoid penalty. Any purchases that need to be made can be handed in as well. If you want help planning your minor event you may make an appointment with your SDACA advisor. MAJOR: Make an appointment with your SDACA advisor for a production meeting and prepare the following in anticipation: o Catering Order o Educational Media* o Special Setup o Contracted Services (if contracting services please give at least 6-­‐8 weeks time for processing) o Security o Guest Lists o Purchase Requisitions Note: With major event planning a meeting with your SDACA advisor is mandatory and the event will be cancelled automatically if it does not take place. Step Five: At least three days before your event check in with your SDACA advisor to confirm details to ensure a smooth running event. EVENT CHECK LIST
*TO BE PRINTED ONLY.*
Preliminary Planning: ____Event Recommendation
____Space Reserved
(over 8 weeks ahead) Eight Weeks: ____Budget Planned
____Budget Requested
____Event Confirmed
____Space Reservations
____Budget Approved
Seven Weeks: Six Weeks: ____Contract Started
____Reserve Table Hours
Five Weeks: ____Decide on Food
____Contract Rider
____Decide on A/V
____Decide on Set-Up
____Decide on Poster
Four Weeks: ____Space Form
____Contract Complete
____A/V Form
____Order Poster
____Table Hour Sign-Ups
____Order Tickets
____Order Banner
Three Weeks: ____Check Transportation
____Check Hotel Arrangements
____Check Dinner Arrangements
____Check Request
____Cash Advance
____Campus Happenings Listing
____Pace Press Listing
____Make Bulletin Display
____Make Flyers
Gym Information-­‐ 1 Pace Plaza Capacity 1024 Setups Round Tables and Chairs (524) Lecture Style w/ Bleachers (1024) Square Footage 13,078 Square feet Features N/A Meeting Room Information-­‐ 1 Pace Plaza Capacity 60 Setups Round Tables and Chairs (40) Lecture Style (60) Square Footage 716 Square feet Features N/A Multipurpose Room Information-­‐ 1 Pace Plaza Capacity 120 –Rounds 150 – Lecture Setups 12 Round tables and 10 chairs at each table. 150 chairs in rows for lecture style Square Footage 2,947 Square feet Features Cable TV Computer Microphone-­‐ wired or wireless capable Network Access-­‐ wired jack and wireless coverage DVD, VHR, Videotape player LCD projector & screen Sound System Schimmel Lobby Information-­‐ 1 Pace Plaza Capacity 100 Setups Round Tables and Chairs-­‐ 100 (10 tables with 10 chairs each) Lecture Style-­‐ 100 Square Footage 3,108 Square Feet Features N/A Student Union Information-­‐ 1 Pace Plaza Capacity 220 – Rounds 275 – Lecture Setups Round tables-­‐ 22 with 10 chairs each Lecture Style-­‐ chairs set up in rows **couches cannot be removed from room unless storage is arranged** Square Footage 4,099 Square feet Features Stage Couches along the perimeter of the room Reading Room Information-­‐ 1 Pace Plaza Capacity 75 Setups Round Tables and Chairs (65) Lecture Style (75) Square Footage 984 Square feet Features N/A Student Union
Student Union Lobby
*Room holds up to 65 people in round tables and 75 in lecture
style*
*Furniture cannot be removed. Tables may be rearranged or
stacked
against a wall for other setups*