IMPORTANT DATES
17 - 9/4 Online Student Organization Financial Video Trainings - Mandatory for Treasurers, recommended for
Presidents and advisors
23 - 9/1 WoW: Week of Welcome (campus-wide event)
TO DO LIST / DEADLINES
 14 New Advisors: Submit an Advisor Agreement Form (online at
 Only if you became responsible for an organization over the summer or are a new advisor.
Read Club Connections newsletter www.xavier.edu/clubs )
 19
REMINDERS
 Schedule to meet with your club president(s) and consider discussing the following topics:
 Check-in with your officers about their summers and progress on the club since May
 Revisit expectations of the officers and the advisor (compare to Advisor Agreement Form)
 Development a recruitment plan to draw in new students at the start of the year
 Encourage the club to schedule a first meeting to connect with returning members
 Support the development of a fall semester calendar for activities and publishing these activities in OrgSync on the Community Wide Calendar
IMPORTANT DATES
1
2 - 4
2 - 10/14
12
Club Day on the Yard (campus-wide event)
In-Person Student Organization Workshops
Fall Semester New Student Organization Activation Window
Student Organization Academy (required for Presidents and Treasurers)
TO DO LIST / DEADLINES
 16 Read Club Connections newsletter
REMINDERS
 Schedule to meet with your club president(s) and consider discussing the following topics:
 Set regular meeting time for the fall semester for advisor/officers
 Develop the best methods of communication with advisor and advisor/officer meetings
 Discuss how the advisor can support the club in recruiting new members
 Work with the officers to set goals for this year, both personal and related to the club
 Discuss resources available on campus and consider discussing what they learned from the different student organization trainings – are there any new policies/procedures?
IMPORTANT DATES
23 - 25 Family Weekend (campus-wide event)
TO DO LIST / DEADLINES
 14 Read Club Connections newsletter
REMINDERS
 Schedule to meet with your club president(s) and consider discussing the following topics:
 Review the process for submitting Fundraising Permit Forms to Student Involvement
 Encourage the club to consider collaborating with another organization on an event
 Encourage the club to apply for SORF, if needed, for an upcoming event/trip
IMPORTANT DATES
6
13
13
 18
 TBA
Winter Week of Welcome (WoW) event proposals form opens on OrgSync
Mid Year Report materials available and report submissions form opens on OrgSync
Spring Involvement Fair Registration form opens on OrgSync
TO DO LIST / DEADLINES
Read Club Connections newsletter
Deadline to submit nominations for the Emerging Leaders Retreat
 This opportunity is open to first and second year students only
REMINDERS
 Schedule to meet with your club president(s) and consider discussing the following topics:
 Discuss the components of the Mid Year Report and coach students on reporting data
 Review the process for submitting Student Domestic Travel Forms to Student Involvement o Work to identify need for chaperone using the new Travel Risk Matrix

 Review expectations – how is everyone doing? Are the officers meeting the advisor’s expectations and is the advisor meeting the officers’ expectations?
IMPORTANT DATES
1
11
Student Leadership Assembly (All Honors Day) Nominations form opens on OrgSync
Final Day for Campus Events and Programming for Fall Semester (midnight)
TO DO LIST / DEADLINES



4
9
11
REMINDERS


Winter Week of Welcome event proposals deadline
Read Club Connections newsletter
Mid Year Report submission deadline
Submit nominations throughout December for the Student Leadership Assembly awards
Schedule to meet with your club president(s) and consider discussing the following topics:
 Check-in on goals progress – what did the club accomplish this fall?
 Set regular meeting time for the spring semester for advisor/officers
IMPORTANT DATES
19-22
20
Winter Week of Welcome (WoW)
Spring Involvement Fair
29-30
TO DO LIST / DEADLINES
 Registration available November 13 – January 15
Emerging Leaders Retreat
 13
 13
 15
REMINDERS

Deadline to submit nominations for the Student Leadership Assembly
Read Club Connections newsletter
Deadline for organizations to register for Spring Involvement Fair
Schedule to meet with your club president(s) and consider discussing the following topics:
 Develop recruitment strategy for spring semester – uninvolved or transfer students looking to join?
 Review finances with the club – is the organization spending funds allocated from SGA?
 Challenge officers to focus on coaching the next round of leadership/potential officers to step up and lead which often involves current officers taking a step back
 Is the club applying for The Muskies awards
IMPORTANT DATES
29 - 3/4 Leadership Week (sponsored by the Office of Student Involvement)
TO DO LIST / DEADLINES
 1
 16
 26
 25
SGA Budget Request Deadline for University-Affiliated Organizations & Subordinate Bodies
Read Club Connections newsletter
SGA Club Budget Allocation Request Deadline
Deadline to submit nominations for The Muskies Awards
 Advisors can nominate students, organizations and programs
REMINDERS
 Schedule to meet with your club president(s) and consider discussing the following topics:
 Assist the organization with submitting their FY17 Budget Allocation Request from SGA
 Begin discussing officer elections and officer transition and encourage participation in trainings offered by Student Involvement on transitioning officers
IMPORTANT DATES
TBA The Muskies Awards
TO DO LIST / DEADLINES


REMINDERS

16
TBA
Read Club Connections newsletter
RSVP to attend The Muskies
Schedule to meet with your club president(s) and consider discussing the following topics:
 Review goals for a final time to ensure the club is on track with completing this year
 Review personal goals with officers
 Consider conducting a simple survey on advisor satisfaction to gain feedback from officers and members
Updated 8/5/15 (DTL)

IMPORTANT DATES
1
1
9
29
TO DO LIST / DEADLINES
 13
 29
 29
Club Reactivation, Year End Report materials and Advisor Agreement Forms available
Fall 2016 WoW event proposal form is available online
Student Leadership Assembly at All Honors Day (campus-wide event)
Final Day for Campus Events and Programming for Spring Semester (midnight)
Read Club Connections newsletter
Deadline to submit a new Advisor Agreement Form
Deadline for organizations to reactivate for Fall 2016
 2016-2017 Reactivation for clubs is open from April 1 - 29
Week of Welcome (WoW) Event Proposals deadline
Check to make sure that all outstanding payments have been made prior to end of spring
 29
 29
REMINDERS
 Mark your calendar to attend and support the organization at any end of year activities/banquets
 Schedule to meet with your club president(s) and consider discussing the following topics:
 Finalize officer transition and plan to meet with outgoing and incoming officers together
 Establish some basic goals and planning for the summer with the new officer team
IMPORTANT DATES
9-14
Senior Week: (5/13) Baccalaureate Mass, (5/14) Commencement
IMPORTANT DATES
30
 15
Fiscal Year 2015 closes
TO DO LIST / DEADLINES
Various deadlines for the end of FY15 spending
 Note there are various deadlines from the Controller to submit final Request for Checks, close
Purchase Orders, and submit Interdepartmental Transfer Forms and Expense Reports
IMPORTANT DATES
15
 15
Funds for Fiscal Year 2016 will post in club fund
TO DO LIST / DEADLINES
Check-in with club leaders via email about progress on the organization for the summer and schedule a meeting with officers during August
Updated 8/5/15 (DTL)