StuAct Online
StuAct Online is the organization and event management center for the Department of Student Activities. Student leaders, advisors, and organization members can create profiles and access important organizational records and information through this system. Tutorials for students and advisors about this system are available at http://studentactivities.tamu.edu/online/help/, as well as a list of the most common questions and answers about StuAct Online.
Recognition Checklist
All requirements of the annual recognition process must be completed by the end of the forty (40)-day recognition cycle for your organization. These components include filling the leadership roster with eligible officers, updating the organization’s public profile, completing the advisor’s online training module, completing the treasurer’s online training for the SOFC, attending the two seminars required for chief student leaders, submitting an up-to-date signature card to the SOFC, and uploading the organization’s constitution for approval. On StuAct Online, the completion of these components is automatically tracked in each organization’s “Recognition Checklist,” which can be located in the links on the right side of the homepage for your organization.
Public Profile and OrgMatch Profile
Your organization’s public profile on StuAct Online contains information such as your mission, category and classification, membership dues, meeting locations, web site and email, and contact information for the chief student leader. This information is available to anyone searching the StuAct Online system, and is the only contact information given out from our department about any of our 850+ student organizations.
You should also consider filling out a profile for the “OrgMatch” tool, which provides more specific information about your affiliations, membership, and events. Students using “OrgMatch” search for student organizations that match their personal interests and preferences, so having detailed information about your group available through this tool is a helpful way to market your organization to interested students. Again, the Department of Student Activities will not release any of this information to any third parties.
Other Management Tools in StuAct Online
Your organization’s monthly bank statements from the SOFC are stored online through this system for student leader and advisor access. The treasurer and advisor(s) will receive email notification when new statements are available on the system.
Your organization’s officer roster will be maintained in this system for your reference. The roster includes contact information for each officer and position listings that must be approved by the advisor or chief student leader. Advisors and students are also able to add their StrengthsQuest™ results into the system.
All events and seminars held by the Department of Student Activities are available for registration through StuAct Online, and you can download your events directly to a Microsoft Outlook or iCal-compatible calendar. If the event you are attending is required for recognition, the event facilitator will swipe your university ID card to confirm your attendance. If you are the officer for multiple organizations, you will automatically receive credit for each organization for your attendance at this event.
Finally, several forms can be submitted to the Department of Student Activities through the StuAct Online system. You will upload your constitution, submit Pre-Event Planning Forms, and submit New Student Organization applications through this system. Links to these online forms can be found on your homepage or your organization’s main page.
Meetings
Meetings have several functions. They give members a chance to discuss goals and objectives and keep updated on current events. They provide a chance to communicate and keep the group cohesive. But most of all, meetings allow groups to pull resources together for decision-making.
Beforehand, you should define the purpose of the meeting. Develop an agenda with your officers and advisor(s) the sets out the activities and goals of the meeting, including announcements, officer and/or committee reports, unfinished business, new discussion topics, etc. Distribute the agenda and any relevant background material prior to the meeting, so your members are prepared and involved.
The logistics of fixed meetings are very important. Choose appropriate and regular meeting times. If possible, arrange members so that they face each other. Find a location that suits your group size. Vary the method of discussion to keep everyone interested (for instance, bring visual aids or food to a meeting). Set out clear and regular opening and closing procedures for your meetings.
Communication during meetings is also a key point. Help all members feel welcome by greeting them warmly. Stick to the agenda and be efficient with your time management. Encourage group discussion and feedback – your members will be more motivated and committed to the organization if their opinions are considered and they have a sense of ownership over the decision-making process for the group. Summarize agreements reached and make sure that everyone leaves on the same page about tasks delegated and responsibilities assumed.
After the meeting, be sure to distribute meeting minutes or summary points within 24 hours, since quick action reinforces the importance of the topics discussed and reduces memory loss about the meeting. Discuss any problems experienced during the meeting with your officers and advisor, so that you can improve the meetings in the future. Give recognition and appreciation to members who assumed responsibilities, and follow up with them to ensure timely completion of tasks.
Assessment and Evaluation
Assessment is any effort to gather, analyze, and interpret evidence on what other people think about a specific service, program, or issue. Evaluation is the use of what you discover during the assessment process to improve the effectiveness of that service or activity. Assessment-driven decisions are smart decisions, because you are improving the programs and services provided by your organization based on the feedback of your participants!
There are several ways to build assessment and evaluation into your student organization operations. The key is documentation and record-keeping, and you can add information to your operations manual or transition materials for next year’s officers. One helpful tool is the Pre-Event Planning Form through StuAct Online. Forty-eight (48) hours after the completion of your event, you will receive an automated email reminding you to add assessment information to your Event Planning Form for next year’s officers’ reference.
We also strongly encourage you to utilize the services of the Student Organization Assessment Center (SOAC) in the Department of Student Life Studies, which are provided free to recognized student organizations. Student Life Studies staff members can assist you with assessment plan development, scannable surveys and evaluations, web surveys and evaluations, data analysis, summary reports of the results, and ideas on how to use the results. Assessment projects can be large or small, organization-wide or issue-specific. Common topics for student organizations include customer satisfaction, needs assessments, program evaluation, strategic planning, and membership demographics.
When you have an idea for a project with the SOAC, you should set up an appointment with Student Life Studies to discuss your organization and its program, service, or event. The staff will walk you through the Assessment Questions Form and the options of how to accomplish your project. They will analyze all data collected and prepare a report for your organization. For a link to the Assessment Questions Form, contact information for Student Life Studies, and more information about the resources offered for your student organization assessment needs, please visit http://studentlifestudies.tamu.edu/ and follow the links for student organizations.
Officer Transition
A thorough leadership transition plan is the responsibility of both the outgoing and incoming officers, and is one of the most important tasks of a student organization leader. Effective officer transition accomplishes many important functions, including:
- Transfers significant organizational knowledge
- Prevents the organization from having to start over each year
- Gives outgoing leaders a sense of closure
- Provides opportunities for thorough evaluation of the year’s programs and events
- Orients new leaders for the organization, increasing their expertise and confidence
- Builds relationships between new student leaders and the organization advisor
The goal of officer transition is to transfer the knowledge and information necessary for new leaders to thrive well and improve the organization. Key topics to be covered with new officers include the organization’s constitution and regulations, specific job descriptions and responsibilities, evaluations of past events or projects, resources and contacts for hosting future events or programs, budget information, and timelines for the year.
To be effective, transitions must be interactive and communicative processes between all parties involved. It is important to focus on the future of the organization through evaluations of the past year and goal-setting for the upcoming year. Think about your objectives for the transition process – instilling comfort and pride with the new leadership position, passing on your expert knowledge, setting the organization up for future success, etc. Establish plans for transition that reflect those specific objectives.
A final note about officer transition is that it actually occurs year-round, as you identify emerging leaders within the organization and provide them with opportunities to assume increasing amounts of responsibility for your programs and events. Empower your members to get more involved from the beginning, and you will have less work to do when you transition them into officer positions at the end.
Developmental Opportunities
The Department of Student Activities offers numerous opportunities for further leadership development throughout the year. Look for announcements and advertisements for these and other seminars and workshops!
Organizational Development Presentations
The Risk Management & Organizational Development Services team offers regular workshops on specific topics of interest for student leaders and advisors. Previous topics have included fundraising, travel, motivating members, communication and conflict resolution, officer selection and transition, and planning effective retreats or orientations. These seminars are tailored to meet the needs of your unique organization and often entail helpful activities that you can use in the context of your specific group. You can register to attend a presentation in our department, or we can come to your organization's meeting and speak to you there! Please fill out the presentation request form to set up a workshop for your group.
StrengthsQuest™
The mission of the StrengthsQuestTM program at Texas A&M is to facilitate participants’ achievement of academic, career, and personal success through identification, development, and utilization of their top 5 strengths. To that end we facilitate sessions with all sizes and types of groups, including student organizations. See http://studentactivities.tamu.edu/leadandserve/programs/strengthsquest to get more information and register your group!
Leading With Your Strengths
Leading with your Strengths is a 4-hour seminar for students who are interested in learning more about their natural strengths in order to become more effective leaders. Participants will take the Clifton StrengthsFinder inventory to learn their 5 strongest talents. Knowledge of these talents, processed alongside Kouzes and Posner’s Leadership Practices Inventory, will allow students to learn how best to lead themselves in order to be prepared to lead others. Registration will be available on StuAct Online. For more information and workshop dates, please visit http://studentactivities.tamu.edu/leadandserve/programs/strengths.
Covey’s 7 Habits of Highly Effective People for College Students
Attending a “Seven Habits” workshop will help you discover a renewed sense of direction, restore balance to your life, learn to accomplish your goals with greater productivity, learn to work with others and form strong team unity, and increase your influence in key relationships. Visit http://studentactivities.tamu.edu/leadandserve/programs/sevenhabits for more information about the workshop dates and registration!
LeaderShape
The LeaderShape Institute is an intensive and energizing six-day student program that teaches key leadership issues. Students can be nominated to attend the LeaderShape Institute through their academic departments or through various departments within the Division of Student Affairs. Interested students can also apply independently. Participant applications will be posted in February. The LeaderShape Institute at Texas A&M is open to freshmen, sophomore, and junior level students who are interested in producing extraordinary results while also developing a commitment to lead with a high level of integrity. For more information, please see http://studentactivities.tamu.edu/leadandserve/programs/leadershape.
Student Leader Learning Outcomes (SLLO) - Department of Student Life Studies
The Student Leader Learning Outcomes (SLLO) project was created for students and advisors to be able to document a student’s leadership skills and the student’s intentional growth over time. Using the rubrics allows a student to document leadership skills from one organization to another and to be able to articulate those skills (with examples) when applying for jobs or to graduate school. The rubrics cover topics including communication, critical thinking, delegation, diversity, effective meetings, fiscal responsibility, membership selection, project management, and risk management. Please visit http://studentlifestudies.tamu.edu/sllo/ for information about how advisors and student leaders can utilize the SLLO resources, register for training sessions, and access copies of the rubrics.