Mandatory Meeting Spring 2013
CLUB AND ORGANIZATION
LEADER TRAINING
Getting Started
the basics
Constitution
 Submit a constitution
to SGA.
 Once SGA has
approved, the
organization will be
added to Collegiate
Link.
Basic Requirements
 All clubs and organizations must have 4 active members.
 All clubs and organizations must be registered on
Collegiate Link by February 22, 2013
 All Clubs and Organizations must have an update
constitution on file with SGA and uploaded on Collegiate
Link
 All clubs and organizations must have at least one
Longwood advisor.
 If no advisor is listed in Collegiate Link by February 22,
2013 your organization will not be recognized for the
Fall semester.
Recognition
fully recognized clubs and organizations receive all the benefits
•Post Flyers on Campus
•Reserve space on campus
•Request funds from SGA
•Use the Longwood Name
•Post information on LancerAds
•Advertise your events on the Weekly Email and Table Tents
Collegiate Link
 The recognition process
begins here.
https://www.longwood.e
du/studentorgs
 Log in using Longwood
username and password.
 Become a member of
your organization.
 Update the
organization’s contact
info.
Registration
 Register the group.
 Registration is not complete with out the
following.






All questions have been answered.
Picture updated.
Advisor information listed.
Officer Information updated
Constitution updated.
Policy assessment completed
 A list of registered organizations will be sent to SGA on February
22, 2013. This WILL effect funding, posting ability, and ability to
reserve space on campus.
Service Hours
 Service hours will now be entered using the
function on Collegiate Link.
Online Training
 You must complete Student Organization
Policy Training via Collegiate Link.
 The link to the assessment is posted to Collegiate
Link
 This must also be completed by February 22, 2013.
Funding
money matters
SGA Budget Packets
If you are requesting funds
from SGA for 2013-2014 then
you need to submit your
budget packet by 2/28/13.
Information can be found at
http://longwoodsga.weebly.c
om/
Senate Finance Committee
 To receive SGA funding, you must submit a
request to the Senate Finance Committee,
queen.burrell@live.longwood.edu, by
Wednesday at 11:59pm.
 SFC meetings are Thursdays at 6:00pm in the
Amelia room. At least one member should
attend.
 Bring 11 copies of your budget to the SFC
meeting. Be prepared to justify your request.
Campus Account
 Clubs and Organizations receiving funding
from SGA will be given an on campus
account.
 If your organization is doing any fundraising
or collecting dues, we strongly encourage you
to get a campus Agency Account.
 Contact Dawn Schwartz for an Agency
Account schwartzdm@longwood.edu.
 Funds acquired through fundraising should be
deposited immediately!
Fundraising
 As funding across campus is limited,




fundraising is highly encouraged.
Think outside the box. Everyone does penny
wars and t-shirt sales.
Be sure to fill out the appropriate forms.
If you are having a bake sale, be sure to
adhere to ALL policies.
Registration for tables in the Dining Hall
lobby are now online! Go to
www.longwood.edu/studentunion
Events
whew, time for some fun
Reservations
 Reservations for
Lankford can be made by
going to
www.longwood.edu/stud
entunion and clicking on
Reserve a Room
 Reservations for other
spaces on campus can be
made by going to the
Conferences and
Scheduling website,
www.longwood.edu/sch
eduling.
Reserving a Room
 Assume all spaces are completely empty.
 Request all tables and chairs needed for the
event.
 Be detailed in your set up descriptions.
 Carefully read the entire form to be sure you are
asking for everything you may need to make
your event successful.
 If you want to make a change/addition to your
request, send an email including the reference
number provided on your confirmation.
Campus Resources
 For events having food, you must contact Christy
Plank with Aramark plankchristy@aramark.com
 AT LEAST 14 business days prior to the event.
 If your event will have more than 100 attendees,
security may need to be contracted. Contact
Campus Police to arrange this.
 If your event will have technical or sound needs
outside of the Student Union, contact William
Lynn, lynnwb@longwood.edu.
Marketing
 Weekly Emails, covertal@longwood.edu
 Table Tents, covertal@longwood.edu
 Flyers
 You must adhere to the Posting Policy.
 All flyers must be stamped for approval, AND event
flyers must include the accessibility stamp.
 Lancer Ads- www.longwood.edu/advertise
 Be creative. Social media, events on Brock
Commons, and student buzz are all better
sources of advertisement than a flyer.
Policies
 You are responsible for all policies and
procedures located here:
http://www.longwood.edu/assets/studentuni
on/organization_policies.pdf
 All scavenger hunts must be registered with
the Student Union PRIOR to the event taking
place. Scavenger hunts must comply with
ALL campus policies.
Next Steps
What do I need to do again?
Things to do BEFORE February
22, 2013!
 Register in Collegiate Link
 Will not be complete unless :
 All questions have been answered.
 Picture updated.
 Advisor information listed.
 Constitution updated.
 Attend a mandatory meeting
 If you are the President or Treasurer of your
organization, you already have this completed!
 Complete online policy training.
 This MUST be the president listed in Collegiate Link.
Important Dates
places you need to be
Important Dates
 VERY LAST DAY TO RECEIVE
RECOGNITION FOR FALL
SEMSTER: February 22. 2013.
 Asheville Zoo: March 16
 www.longwood.edu/studentunion for tickets
beginning February 11, 2013
Questions or Concerns?
 Please contact us at
lankford@longwood.edu.
 Visit our website at
www.longwood.edu/studentunion.
 Check Collegiate Link
http://longwoodorgs.collegiatelink.net.
 Contact Susan Sullivan,
sullivansm@longwood.edu