UDEL
RSA: Operations Manual
Meghan Leyson
RSA 20112012
Introduction to the Operations Manual RSA 2011
After being elected to serve as a representative of the resident on your campus it is your
responsibility to work successfully as an e-board member. In addition, this job comes with
responsibility of knowing what is expected from you as an e-board member as well as being
aware of other’s responsibilities. Though everyone’s position is outlined in the Constitution this
year’s e-board thought it would be more helpful to hear our perspective of how we came into our
positions and things we wish we would have known before becoming elected.
Once your team has been elected in the spring we believe it would be helpful to meet up a
couple of times before the semester ends to discuss the goals for the next year. Moreover, it is
important to keep in touch during the summer whether it is a facebook page or video chats they
are essential is getting your team ready for the start of a new year. The one thing we discovered
that was very important which we were not able to do this year due to a hurricane was a RSA
summer retreat. This is an important part in making sure you start the year off right, this way the
advisors can talk to you about their expectations and vice versus, the e-board can also go over
their positions so that everyone else is aware of their responsibilities, and lastly together as and
e-board you can discuss the goals and accomplishments you want to meet the first semester.
When the academic year has started it is important to have already picked a general
meeting time, as well as an e-board time in case any members have conflicts with any other
clubs, RSA should come first because it is an elected position. Furthermore, I urge all e-board
members to attend the Welcome Ball as well as the retreat in order to get to know the team you
will be working with for the next year as well as prepare for the semester ahead.
The operation manual is very simple to follow and navigate through the positions can be
found in the table of contents. Under each position you will find a detailed description of your
positions and what we wish we knew before taking on this responsibility.
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Table of Contents: RSA Operation Manual 2011
I.
II.
President of RSA
Vice President of Operations
III.
Vice President of Marketing and Public relation
IV.
Vice-President of Intra-collegiate Affairs
V.
Vice President of Programming
VI.
Secretary
VII.
Treasurer
VIII.
IX.
X.
CCC Financial Director
National Communications Coordinator
NRHH/ RSA liaison
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I. President
The President position has many other things that come along with it besides just planning and
running meetings. It definitely helps when there is a GoogleDoc done with the agenda that
everyone can see and follow. There are many different meetings and emails that have to be
attended or responded to in a timely manner. Some of the meetings include the Council of
Presidents meeting, which is with all of the CCC presidents in the beginning of every month,
Council of Student Leaders meeting, which is about once every month, and SGA Senate
meetings. These are all VERY important to go to because RSA needs its name to get out there.
Being the President is being the face of the organization all day, every day. In addition to on
campus meetings, there are 3 conferences held throughout the country that you must attend
(NACURH, CAACURH, and No Frills). These conferences are a great learning source for the
President position, plus you get to meet lots of people! You will be in the President’s boardroom
at No Frills, and follow the President’s programming track at CAACURH. In boardroom, people
will discuss issues that they are having with their RSA and you can give them feedback from
your experience. Also, this is a place where you can ask questions as well. It is VERY
important that you try your best to attend these conferences. Delaware’s RSA has a great
reputation in the region and we hope to keep it that way!
What was something you didn’t expect to happen that you had to deal with?
When there’s any sort of conflict between RSA and another RSO or somewhere in RSA,
the president is responsible for recognizing and addressing it.
What does a typical week look like for you?
a. Sunday- E-board meeting
i. Preparation and meeting (2 hours)
1. Your first e-board meeting should get everyone comfortable
around each other and set goals for the year. The RSA advisor
should be able to assist you in the first few meetings if you are
having trouble building an agenda.
b. Tuesday-General Assembly meeting
i. Preparation and meeting (1-1.5 hours)
c. Thursday-Office hours (2 hours)
d. Friday- one on one
i. Meet with advisor to go over how things are running (1 hour)
***if there are any meetings with other administration or RSOs, you must attend
these as well
***make sure to check the RSA email every day
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What are some important offices and contacts for your position?
Cheri Skipworth is our professional advisor
Michele Kane (michelon@udel.edu) is our head advisor.
Dr. Michael Gilbert, VP of Student Life, is in charge of the Council of Student
Leaders meeting that is mandatory to attend, once a month.
Dawn Thompson, Dean of Students
Cathy Corsi- in charge of the office deals in Perkins (keys and office reservations)
Daily, weekly, monthly and semester calendar
a. Daily- you must check the RSA email and your own email a few times each day.
b. Weekly- run 2 meetings (general assembly and eboard) and attend a one on one
with an advisor
c. Monthly- attend SGA senate, Council of Student Leaders meetings, and organize
President’s Council (Appedix)
(a meeting of all of the CCC presidents to go over what they are working on in
their complexes and address any conflicts they are experiencing. Usually there is
food)
GA meetings
-the VP of Marketing will create the power point
-the GA agenda should be made in the E-Board meeting preceding the GA meeting
II. Vice President of Operations
1. Collaborate with the Secretary a working office and managing the operations of the
RSA.
 Any type of packages that come to the office need to be organized immediately otherwise
they will take over the office. Organize them by complex first and create task forces to
distribute the packages to the specific locations unless students come to the office on
time.
2. Collaborate with NRHH on the end of the year banquet and serve as co-chair of the
committee.
 In addition to planning the end of the year Banquet I was also in charge of the Inaugural
Ball which happened in September, once everyone is elected from their C-cubes. In order
to be prepared to help throw this event I suggest you email Michele Kane immediately
who is in charge of all resident life and will happily meet with you about this event.
 You also need to get into contact with NRHH people whoever is assigned to help you that
year. This way you know the team you are working with and you can discuss what kind
of event you want to put on.
3. Coordinate welcome/final kits distribution.
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4. Oversee the election processes of the executive board.
 This past year we has trouble in the first semester when we removed a member from our
e-board this is a process I had to quickly become familiar with. The reasons for removal
can be found in section six of the constitution titled removal. In order to fill this position
the procedure can be found in section five of the constitution titled Vacancies. Here is
where a step by step procedure of what you are in charge to do once someone has been
removed. To be more specific the e-board member was removed due to their attendance
at e-board meetings. This is was a part of the constitution that was amended this year
because it was such a problem. The amendment reads:
Attendance Policy for Executive Board Members:
– Executive Board members of the Resident Student Association are permitted four
(4) absences from Executive Board Meetings per semester. While these may be
valid grounds for an absence, all absence requests must be communicated and
approved by the President with courteous time prior to the Executive Board
meeting. Any absences or absence requests not communicated and approved by
the President will be considered unexcused.
 Appendix timeline and packet
5. Serve as presiding officer of the general assembly in absence of the President.
 This semester due to the fact the president had class during some of the general
assembly meetings I had to start the meetings and run some e-board meetings as
well as the general assembly meetings when she was absent. Other than that any
duties they ask you to fill fall under your responsibility, because you are the
president’s right hand man.
6. Serve as the Parliamentarian of RSA.
 This means that you are responsible for being an expert on Robert’s rules. The
Robert’s rules we follow are as stated and can be found in this power point:
 Run two practice trials for Robert rules with Finance Grants and a general
meeting proposed by e-board
 http://www.jimslaughter.com/pdffiles/ROBERTS10th-2010.pdf
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Robert’s Rules Cheat Sheet
To Start the Meeting: I move to start the meeting. Needs a second, majority vote.
To Start Discussion: I move to open discussion. Needs a second, no vote.
To End Discussion: I move to close discussion. Needs a second, majority vote.
To Make a Primary Motion: I move that…(whatever you are proposing). Needs a second, majority vote. If seconded
and majority is in favour of the motion, motion is passed. If majority is opposed or not reached, the motion is
killed.
To Interrupt a Primary Motion: Point of Interest: to ask for more information on the current motion.
To Kill the Primary Motion: I move to suspend the current motion indefinitely. Needs a second, majority vote.
To End the Meeting: I move to adjourn, Needs a second, majority vote.
7. Ensuring that proper parliamentary procedure is used during general assembly and
Executive Board meetings.
 This means it is your responsibility that the general assembly follows Robert Rules
during all general assembly meetings especially when there is a finance grant. Make sure
to go over the rules with the e-board prior to your first GA meeting so that everyone is on
the same page. Also to take place of the president if they are not able to attend meetings
you are their right hand man.
 Robert rules also need to be followed if someone new is to be elected to the e-board
during the middle of the constitution which can be found in the constitution
8. Maintaining an accurate and update RSA Constitution and Operation Manual.
 Each year it is important to discuss the constitution and get yourself very familiar with it,
in order to be able to explain to your peers as well as vote on any changes that need to be
made. This should be done in the beginning of the semester so that everyone in the eboard can have equal input.
 It is your responsibility to amend both the Constitution as well as the Operations Manual
each year, which both can be found on the website. They should only be amended if the
e-board chooses to do so, and remember all matters have to be voted on.
9. Draft an end of the year report.
10. Complete any other duties as assigned by the Executive Board.
 It is important to be very flexible and willing to help out with any events that may need
an extra hand. I ordered the RSA swag this year aka sweatshirts, as well helped a lot with
spirit week. The vendor we used for the swag was Rush order tees (they have a website)
and they were great to work with and it’s easy to negotiate good price.
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III. Vice President of Marketing and Public Relations
The VP of Marketing and PR oversees the brand of the RSA. He/she is responsible for
developing marketing devices and PR documents that promotes RSA. Responsibilities for this
position shall include:
1. Create and distribute all advertisements for RSA activities and programs.
o Set up activities night
 Created tri-fold with information about RSA, members, set meetings, and
other obligations concerning RSA
 Organized for people to be present at table
 Had list of people that would like to hear more information
 Gave out information to promote RSA
 Sunglasses
o Create and distribute flyers
 Create flyers with important information regarding RSA
 GA Meetings, Location, Time, General Information
 Also create for Spirit Week
o Distribute throughout campus
o Ideas to promote the RSA name during C^3 planned events
 Created a poster to be present at every event to give more information
about RSA
 GA Meetings, Time, Location, General Information
 Laminate Poster so it is durable and lasts the entire year
o Update the bulletin board outside RSA office and update the board in Perkins
o Created a new idea:
 C^3 members can come to my office hours to have come up with ideas to
market to their specific C^3
2. Coordinate all RSA promotional items.
o Coordinate RSA Swag
o Gave input to VP of Operations regarding RSA t-shirts and E-board Apparel
 VP of Operations helped a lot with this during the Fall
o Plan on creating t-shirts for Resapalooza in Spring
 Begin planning in fall
 Decide on theme in fall so idea can be finalized for t-shirts for events

3. Update and maintain the RSA website.
o Help Secretary with updates that should be available on the website
4. Chair the Marketing and Public Relations committee. (Appendix)
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5. Draft an end of the year report.
6. Complete any other duties as assigned by the Executive board.
IV. Vice-President of Intra-collegiate Affairs
1. Represent RSA and the interests of resident students at monthly Faculty Senate
meetings.
Attend these meetings, and vote on matters that deal with
the student life on campus.
2. Report regularly to the general assembly and the Executive Board on the business of the
Faculty Senate.
Report on what is discussed, and what was voted on (if a vote is taken)
3. For the good of the campus, explain what happened during GA how
to communicate with GA members of what is being done.
Give a brief summary of what you have been working on, and who you have been
communicating with for residents concerns. This can be as simple as just giving a few minutes
speech on what has been discussed, how things could be changing, and at the end having a
question and answer session for follow up and potential other concerns. In some
cases, a slideshow can be very happy, especially if it is something that the GA will be reporting
back to their executive boards and residents.
4. Oversee the establishment of the Dining, and Campus committees and select chairs to
serve as liaisons to those departments.
See below information for the committees.
5. Maintain a dialogue with the Housing, Dining, and Public Safety departments.
Communicate with these departments on issues that arise that students need help with. Examples
could be: food quality, problems in the residence halls, and Blue light visibility.
6. Represent RSA and the interests of resident students at monthly Student Government
Association (SGA) senate meetings.
Attend SGA meetings, and vote on issues if a vote is being taken. If something comes up that
needs to be presented to SGA, be prepared to get on the agenda and make a presentation to the
SGA assembly. If not, go and listen and take notes and report back to the residents about
things happening on campus.
7. Report regularly to the general assembly and the Executive Board on the business of
SGA.
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8. Draft an end of the year report.
9. Complete any other duties as assigned by the Executive Board.
Dining Committee
-3 meetings per semester
-Gather feedback from residents
Go around to, or receive information from other members on what
people think should be different or what could improve
-Find out if something should be added
Find out if residents want to add something to the menu or general
offerings on a daily basis
-Attend monthly dining committee meetings, and maintain communication
with the dining staff
These meetings have staff from dining at them, who give information about future offerings,
and ask for feedback for what is going on with the dining halls, if students do/don’t like things,
and what can improve. You can always shoot them emails between/after meetings, or
have the VP send them along; they always want to hear how the
students feel about issues.
Campus committee
-3 meetings per semester
-Keep in contact with Housing, Public Safety, and Facilities.
Residents will have concerns as the semester goes on, and communication with these
departments is essential. An example of a few things that happened this semester that required
attention and communication with these departments was: issues with Blue Lights,
clocks on Laird campus not working, and issues with mold in residence halls.
-Communication on feedback will be essential, and thus developing a
good relationship with a contact in each department is a good way to
establish things from the beginning.
V. Vice President of Programming
1. Coordinate all campus-wide events and other programs planned or co-sponsored by the
RSA.
 The main event in the fall is spirit week. I didn't coordinate this as much. We had a week
of events leading up to homecoming. We had events such as tattoo Tuesday, Wiki Races
Wednesday, tye dying and Pie Someone. The week was a series of events headed by
different e-board members. Each member had a committee/task force. They were in
charge of getting supplies, vendors, space etc for their own events.
Resapalooza (Appendix)
The main event in the spring is Resapalooza. I planned it from December.
December
 reserved the green in December (http://www.udel.edu/auxserv/lawnuse.html). We
reserved for the actual date and a rain date.
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 we also started brainstorming. Some things to think about: theme, what type of food
(snacky or mealy), entertainment (face painting, CCC tables, bands, inflatables etc),
tshirts, advertisement,
January:

The freedom of winter break kept me from doing much of anything

I will head a committee for Resapalooza. We will book all the vendors and
coordinate with grounds and with dining to make Resapalooza awesome!
I emailed the GA before the semester started to remind them of the program and
asked them there final ideas on theme etc so we have only a few choices to vote on
in the spring.
February:

2. Aid the C3s in creating programming when requested.
3. Give detailed updates to the executive board and general assembly on
upcoming programs.
 The CCC Holla updates on their own events and e-board members announce any
programs they are running.
4. Coordinate with any RSO or organization on programming co-sponsored with the RSA.
 The Treasurer is in charge of passing co-sponsorships.
5. Coordinate with the VP of Marketing and PR on programming publicity.
 The whole e-board brainstorms ideas for advertising.
6. Chair the programming committee, which includes Resapalooza.
 We currently don't have committees, but we will have them in the spring semester. I will
head one for Resapalooza. We will book all the vendors and coordinate with grounds and
with dining to make Resapalooza awesome!
7. Create and maintain, with the executive board, a calendar of events for the
academic year.
 Log on to the UDRSA Gmail account. When you change the calendar on there, the
calendar on the website changed. All CCC and RSA major events should be on there.
The e-board calendar (including things like when the e-board meeting is, housing and
dining meetings etc) is made at e-board meetings.
8. Communicate with the Student Activities office on administrative processes (e.g. space
reservations, contracts, vendor contacts).
 This is especially important for spirit week and Resapalooza. For some programs (such
as spirit week) I didn't make all the reservations. The week was a series of events headed
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by different e-board members. They were in charge of getting supplies, vendors, space
etc for their own events.
9. Draft an end of the year report.
10. Complete any other duties as assigned by the Executive Board. One of these duties is
spirit points.
This is the current standing for spirit points and the incentives/rewards:
2 pt if all building governors attending meeting
1 pt non building governor member attending meeting
1 pt participating in theme while at meeting
1 pt for every $5 raised for UDance
3 pt for submitting grant
5 pt for writing or receiving OTM (must already have points)
5 pt for Conference application
5 pt for spirit stick (based on spirit/participation, not number of spirit points)
2 pt per person for volunteering/helping out at RSA events
3 pt per person for attending NRHH sponsored programs
1 pt for finding Blue Hen (Hidden at retreat)
1 pt for follow up
Incentives for Spirit Points (Cumulative)
25 candy
75 cookies
150 cup cake decorating party or ice cream sundaes
200 pizza and soda
I kept the list on a Google Spreadsheet. This way I could keep track of attendance and add points
together automatically.
VI. Secretary
The Secretary coordinates the internal communication of the RSA. He/she will serve as the
primary link between the Executive Board and the general assembly. Responsibilities for this
position shall include:
1.
Record accurate minutes during both the general assembly and Executive Board
meetings and distributing them electronically shortly after the meeting.
 You will be keeping track of a lot of word documents throughout the year. I found it
helpful to have an RSA folder on my desktop, further divided between E-Board minutes
and General Assembly minutes. You need to send out the emails ASAP (and in a
compatible form if you have a Mac) because some information must be sent out for the
next day’s events.
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2. Correspond with the VP of Marketing and PR on the posting of the minutes on the RSA
website.
 Uploading dated minutes on to the website helps members and other RSOs see what we are
doing throughout the year. Only GA minutes are necessary to upload, however make
sure that you pass along the E-Board minutes for the next year, so when the next E-Board
is trying to make a decision they can reflect back and see what was decided in the past.
3.
Maintain an accurate roster and attendance records of RSA representatives.
 This is just to pass around a piece of paper during the GA meetings, coordinate with VP of
Programming who is in charge of spirit points.
4.
Maintain an e-mail list-serve of active members for group communication.
 After the C3 elections at the beginning of the year, email Michele Kane, she will have been
given all the results, which will include emails. We have a List-serve already created, but
you will need to edit and update the emails in the following year. I will also need to
change you to the administrator, so you can then approve the send out of these emails;
contact me at hmporter@udel.edu. Send out emails from the RSA Google account and
not your own. However, maintain your UD email account at all times.
5.
Maintain an e-mail list-serve for the executive board.
 Just make a group on your email account, remember to include your advisors’ emails
6.
7.
Send e-mails on behalf of the group to active members.
Collaborate with the VP of operations on the management of the RSA office.
 Care packages will need to be organized in the office, it becomes a mess, and so make a
map of the office and little signs for the E-Board so they know where all the different
dorms’ packages are located. The office is free for you to move around and organize
however you need it to be, just help the rest of the E-Board and tell them when you move
things; labels are always great.
8.
Draft an end of the year report.
9.
Complete any other duties as assigned by the Executive Board.
 Although not stated, this year I have been in charge of the website. Just maintain the
minutes and any updated information that is not posted. This includes the calendar,
which is directly linked to the RSA email. You don’t have to be good at websites to
figure out how to maintain or update it; be brave, most mistakes can be undone. Again,
you will need to be changed to the administrator, so email me about this as well,
hmporter@udel.edu.
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VII. Treasurer
Responsibitlies:
 Work with advisor and President to plan and budget RSA funds for the entire school year
 Maintain the RSO Co-Sponsorship form and check for any sponsorships on a daily basis
 Manage the RSA Internal and Checking Account with the University through the
Activities and Programming Office.
1.) Work with the President and advisor to establish a yearly budget at the beginning of
the academic year.
 It’s really helpful to meet with Michele Kane in the Residence Life office as she has
tons of experience with this. She’s a great resource and will make sure you allocate
your money effectively.
 Look at past years budget and determine amongst the exec. board if these costs are
needed for this year
 The majority of our funding comes from fundraising through Residence Life and
from the Office of Student Life*
 *There is an additional $10,000 that is given to RSA from the Office of Student
Life. This money is usually allocated to Resapalooza and is kept in an account
through Residence Life. Speak with Michele Kane and your advisor about using
this money.
2.) Maintain accurate and detailed records within the treasure of all expenditures and
receipts.
 You will get a TON of receipts (especially in the beginning of each semester). To
help keep track of the receipts, be sure to make copies of all of them and give a
copy back to the person you need to reimburse.
 When making deposits, be sure to keep all of the receipts that you get back from the
bank. USE A DEPOSIT SLIP for all deposits!
 Make sure you write the Person’s name or group that you need to reimburse on
every receipt so you don’t get them mixed up
 Since 2009, the treasurer has recorded the treasury book in an Excel document as
well as the required ledger in the activities and program office (which is handwritten). This is very helpful since you aren’t allowed to take the ledger out of the
activities and programming office. So, if you need to access the current balance of
the RSA account you can have it handy. We have converted the Excel documents
into a Google Spreadsheet. This way it can be shared with multiple people (RSA
President and advisors).
3.) Ensure the treasury book meets the standards of the Student Activities office.
 Keep the RSA binder neat and organized. Nancy Kennedy in the A&P office is
very helpful, so if you have any questions about anything your supposed to keep,
ask her.
 All of the accounts are audited during winter session each year, so make sure you
keep it extra neat!
4.) Manage the general and internal accounts.
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5.)
6.)
7.)
8.)
9.)
 Make sure you understand the difference between the Internal and General checking
account (associated with Citizen’s Bank). All deposits should be made to the
checking account. The internal account is only used for transferring money for cosponsorships or any University expenses (UD Transportation, Dining Services,
etc.).
 Nancy Kennedy in the A&P office will let you know when to transfer money to
your internal account. You NEVER record any transaction from your internal
account on your ledger for the checking account. You will learn more about this at
the treasurer’s training in the beginning of the year.
Complete all reimbursement requests within two weeks.
 I usually waited until I had a bunch of receipts before I went to the A&P office to
write the checks. Otherwise you have to make a lot of trips to the 2nd floor of
Trabant-where the A&P office is located. You’ll notice that you spend A LOT of
your time on the 2nd floor of Trabant. It’s almost like the bank for UD RSO’s.
 Once you write a check and have it signed by the supervisor’s in Trabant (you
have to wait 24 hours after submitting the check for a signature), you should put
the check and the copy of the receipt in an envelope for the person or group. This
helps keep things organized.
Facilitate the approval process for Co-Sponsorship Grants at the Executive Board
meeting.
 Once an RSO submits the Co-Sponsorship form, you are required to notify the
executive board that we have a Co-Sponsorship request. At the next exec.
meeting you explain what RSO is requesting the funds and why they need the
funds. It is very helpful to have the representative that submitted the form to
come to the exec. meeting and speak. This way if we have any questions about
the amount there requesting, we can ask them in person.
 Appendix
Ensure adequate funding for co-sponsorship requests.
 Usually about $5000 is allocated for co-sponsorships. This number can change
each year, so be sure to set that amount in the beginning of the year with your
advisor and president.
 When making decisions with the exec. board, don’t allocate an extraordinary
amount of money to one RSO. Keep in mind that RSA serves a resource to
RSO’s when they need help funding an event. Think of the money for cosponsorships as a “pot of money.” You don’t want to use the whole “pot” for
only a few co-sponsorships the whole year.
Oversee fundraising operations
 Each semester you will receive many checks for large amounts that help fund the
RSA budget. Usually about $30-40,000 comes from fundraising. The fundraising
includes the bed lofts, carpet sales, linen sales, and refrigerator sales.
 Michele Kane will usually hold the checks and get them to the treasurer. Make
sure you deposit these checks and make copies for your records as soon as you
receive them! It’s your responsibility to deposit them!
Draft the end of the year RSA financial report.
 Make sure there are adequate funds remaining at the end of the academic year.
You will want to meet with your advisor to go over how the funds were used and
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if you used the full amount that you budgeted for. There should be enough funds
to start off the next academic year.
VIII. CCC Financial Director
Responsibilities:
1. Coordinate the process for Finance Grants submission.
2. Maintain accurate Finance Grant forms.
3. Maintain an accurate ledger of all finance grant allocations.
4. Facilitate the approval process for Finance Grants at the general assembly meeting.
5. Draft the end of the year C3 program finance report.
6. Collaborate with the RSA Treasurer.
7. Complete any other duties as assigned by the Executive Board.
I.
Submission
o Finance Grants must be submitted online 2 weeks prior to the event, and 2 days
prior to the next General Assembly meeting.
o A power point detailing the event must be sent to the Vice President of Marketing
and Public Relations 2 days prior to the General Assembly Meeting during which
the CCC plans to present their Finance Grant.
o The power point should consist of the purpose of the event, any charity or
donation causes, the date and time, how it will benefit the resident community and
a specific price break down of the costs.
o It is required to have a single slide solely dedicated to the price breakdown of the
event as to have every cost on one slide for the benefit of the General Assembly
and RSA Executive Board members.
Presentation
o Finance Grant presentations will take place during the General Assembly during
the Finance Grant allocated time.
o Presenters will go through the power point and details of the event, with the
power point consisting of the purpose of the event, the date and time, how it will
benefit the resident community and a specific price break down of the costs.
o Following the powerpoint presentation there will be a maximum of 10 minutes of
Question and Answer. General Assembly members may ask questions to the
presenters and express general questions and concerns about details of the event
and prices.
o When either a CCC moves to open discussion and the motion is seconded OR the
time allocation runs out, the presentation moves to Open Discussion. The
presenting complex (all members) must leave the room, and then the General
Assembly can openly discuss all questions and concerns about the event FOR UP
TO A MAXIMUM OF 10 MINUTES. During this time the General Assembly
may:
 Motion to Amend the Budget, which must be seconded. If there are no
points of clarification (whereas a member does not feel well enough
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informed to cast a vote either way) then the General Assembly votes on
the new budget. If passed, the presenting CCC returns to the room. If not
passed, subsequent motions to amend the budget are allowed until a
decision is made until the time limit runs out, where the original budget is
kept and the presenting complex returns.
 Motion to Suspend Voting, where the General Assembly does not feel
comfortable or well-informed enough to pass the grant. A member of the
General Assembly motions to suspend voting, and it is seconded. The
General Assembly then votes or suspending the voting. If passed, the grant
is pushed until the next General Assembly meeting. If not passed, the
General Assembly continues to discuss until a finite decision is made.
 Motion to End Discussion, where if neither of the prior motions are made,
a General Assembly member may motion to end the discussion. If
seconded without any points of clarification the presenting CCC returns to
the room.
o When one of the prior motions pass, time runs out, or a finite decision is made the
presenting CCC returns to the room where the General Assembly votes on passing
the budget for the CCC. The options are all for, all against, and abstained. All
members of the presenting CCC abstain in this vote.
 Follow-Up Form
o The follow up form is a necessary and vital part of a Finance Grant. After an
event occurs, the CCC must complete a follow-up form evaluating the goals of the
event, what went well, what did not go well, and detailing all of the costs and
expenditures with copies of all receipts being sent to the CCC Finance Director.
A CCC MAY SUBMIT A GRANT TO MEET THE 2 WEEK DEADLINE BEFORE THE
EVENT DATE BUT THEY CANNOT PRESENT ANOTHER GRANT UNTIL THE
FOLLOW-UP FORM FROM THE PREVIOUS EVENT IS TURNED IN
IX. National Communications Coordinator
Responsibilities:
1. Keep the RSA/NRHH affiliated and in good standing with NACURH and
CAACURH.
2. Draft an end of the year report (RFI Report)
3. Utilize NACURH and CAACURH resources in order to improve residential
life at the University of Delaware
4. Organize delegations to attend the CAACURH Regional, CAACURH NoFrills, and NACURH national conferences
5. Chair the CAACURH and NACURH Conference Committees
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6. Coordinate any bid submissions by the RSA to either CAACURH or NACURH
7. Attend NCC Online Chats
8. Complete any other duties as assigned by the Executive Board
Responsibility 1
Keep the RSA/NRHH affiliated and in good standing with NACURH and CAACURH.
In order to affiliate RSA with CAACURH and NACURH you must
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Obtain the login name and password to sign on to the NACURH website:
www.nacurh.org from the previous NCC
Have the most recently updated RSA and NRHH (National Residence Hall
Honorary) constitutions
Have the most recently updated list of NRHH members
Write the RFI (Resource File Index) Report
Tip: Know both the RSA and NRHH advisors well; do not be afraid to ask
for help
Responsibility 2
Draft an end of the year report (RFI Report)
The Resource File Index contains several thousand documents written by students from member
schools over the fifty-year history of NACURH
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On the NACURH website you will find a page with more information on
how to write the RFI report
There are specific guidelines on how to submit the report
Tip: Pick a subject that you will be comfortable writing about and writing
the report will be much easier
Tip: Contact the previous NCC; they too struggled with this and can
provide more feedback
Tip: Proofread! Write it, let it sit, re-read. Have others read it; advisor, RSA
president, previous NCC (if available)
Responsibility 3
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Utilize NACURH and CAACURH resources in order to improve residential life at the University
of Delaware
NACURH and CAACURH offer resources on both their websites
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The resources can consist of previous bids and awards for Program of the
Year, Student of the Year, School of the Year, and many others
These resources can be taken and implemented at the University of
Delaware
Example: Another school in the region created a program to increase the
social awareness of minorities in their school
o This program can then be brought back to the University of
Delaware, tweaked to accommodate our campus, and implemented
in a positive way
Responsibility 4
Organize delegations to attend the CAACURH Regional, CAACURH No-Frills, and NACURH
national conferences
In order to organize a delegation you must:
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Create an application for the conference
Promote the awareness of CAACURH during RSA General Assembly
meetings
Encourage RSA members to apply
Review applicants in an unbiased manner and pick those who would
benefit most from the conference
Note: RSA and NRHH Presidents or proxies MUST attend the conferences
Note: An advisor from each organization MUST attend the conferences
Responsibility 5
Chair the CAACURH and NACURH conference committees
What to do once a delegation is chosen:
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Hold weekly meetings with delegation
Collect information needed for conference registration
Prepare materials and construct for Spirits
o Spirits consists of:
 1) Banner
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2) Float
3) Roll Call Video (Only needed for CAACURH)
Note: No Frills means No Spirits; nothing is needed for the
No Frills conference
Book transportation
Tip: Create a contract for delegates to sign, stating that if for some reason
they are unable to attend the conference, then they must pay a certain
amount of their delegate cost
o Because RSA pays for all delegates to attend conferences, it is
unfair for someone to back out at the last minute, when their spot
could have been given to someone else
Tip: Do not be afraid to take charge. The people in your delegation may be
your friends, but it is up to you to delegate tasks to them and to keep
everyone on track
Tip: Make sure the delegates know CAACURH/NACURH cheers
Tip: Utilize your advisors. It is what they are here for! Ask for help and
assistance whenever you need it; do not be too afraid or shy
Coordinate any bid submissions by the RSA to either CAACURH or
NACURH
Responsibility 6
Coordinate any bid submissions by RSA to either CAACURH or NACURH
What it means to submit a bid:
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Submitting a bid means documenting a program, activity, advisor, and
bidding for an award
How to submit a bid:
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Collect information about bid
Follow guidelines on the CAACURH website: www.caacurh.nacurh.org
and the NACURH website: www.nacurh.org
Create a bidding team to help you present the bid at the conference
Responsibility 7
Attend NCC Online Chats
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What is an online chat:
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Once a month the Regional Advisor for CAACURH will organize an
online chat to conduct business outside of the conferences
He/she will send out a form to determine meeting times
Chats usually last about an hour or more
The Regional Advisor will send out legislation piece prior to the chat, make
sure you read it/understand it/write down any questions you have about it
Tip: Take notes during the chat
Responsibility 8
Complete any other duties as assigned be the Executive Board
Examples:
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Helping maintain the website
Organizing the office
Staying for extra office hours
Note: This can vary, and is done to help out fellow officers
Extras:
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Start advertising CAACURH and NACURH early
o Most people will not know what either organization is, and it is
important that they do because they are the reason that we are an
RSA
o http://www.nacurh.org/CAACURH/
Keep an open line of communication with the RSA treasurer; you will have
to go to them to create a budget for CAACURH/NACURH
Encourage Executive Board members to attend CAACURH/NACURH
Fundraise early for the philanthropies
Do not feel discouraged; everything will work out in the end; ask for help
X. NRHH/RSA Liaison
National Residence Hall Honorary (NRHH) Vice-President of Residential Affairs
The NRHH VP of Residential Affairs will serve as the primary liaison between RSA and NRHH.
Responsibilities of this position shall include:
1. Attend general assembly and executive board meetings.
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NRHH is a branch of the National Association of College and University Resident
Halls(NACURH) that recognizes student leadership and services for those who live in the
residence halls. NACURH, as an organization, truly believes that recognition is a must for a
strong Residence Hall community. RSA is also a branch of NACURH. RSA and NRHH are
sister organizations where RSA fosters leadership and NRHH recognizes it. My position is
nominated and elected by members of NRHH. Because I am not elected by RSA, my position
can be filled by University employees (i.e., RAs). It is a lot of work, but mostly because it takes
up a lot of time. You get out of it exactly what you put in.
2. Correspond between the NRHH and RSA executive boards.
I sit in on the e-board and GA meetings for both groups and contribute to each in the
area of residential affairs and I hold two office hours for RSA. Typically, I will update
the groups on what the other is doing. For instance, NRHH was raising money for a toy drive and
I asked RSA if they could think of ways to contribute. RSA wanted a lesson in OTMs so I agreed
to hold a mini-workshop for it. I encourage RSA members to write OTMs(Of The Months)
which are nominations that recognize people on campus who have taken initiatives. I also
encourage RSA members to apply to become members of NRHH.
3. Develop a leadership program for NRHH/RSA
I developed an event called “Nice R.A.K. Week”. Through a collaboration of NRHH and
RSA, the students recognized “Random Acts of Kindness” that were exhibited on campus.
General assembly members gave leis to students on campus that they thought were extraordinary
acts of kindness. The leis had notes attached to them that praised their good work and also gave
them incentive to come to Resapalooza in order to get a prize. This event helped bring the
members of NRHH and RSA together, advertised for and brought people to Resapalooza, and
publicized NRHH and RSA as organizations.
4. Collaborate with the VP of Operations of RSA and the Executive VP of NRHH on the end of
the year banquet.
5. Coordinate a joint leadership retreat for the RSA and NRHH executive board.
I also plan retreats for both e-boards. This fall semester, the e-boards took a trip to
Washington, D.C. We drove to the nearest metro and then spent the day at the American
History Museum and had lunch at the train station. There was a scavenger hunt and
we played ice breakers. It was difficult finding a date when the majority of people could
attend and since both groups make up over twenty people, it was hard getting everyone
introduced to each other. I started planning for it about two months in advance. The total cost of
the retreat was slightly less than $300. Our costs included reserving three vans from UD
motorpool, gas/tolls, metro tickets, and $10 meals per person.
For our spring semester, I also be planned another e-board retreat. I wanted to have this
one earlier in the year so I started planning over winter session to find a good date. In January, I
sent out a GoogleForm to see which date had the most participants. I had originally intended to
go to Philadelphia for the retreat, but after reviewing the GoogleForm results, I decided that it
would be easier, cheaper, and more people could attend if I held the retreat on campus. On a
Sunday from 12pm-4pm in the Ray Street C lounge, fourteen out of twenty-three people
attended. I asked both RSA and NRHH to prepare icebreakers to do. We had a very detailed
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agenda that I emailed everyone a few days before the retreat so that they could be prepared and I
also gave them physical agendas the day of. We ordered food so our total costs for the retreat
came out to be about $160 because each person had a $10 meal and tip was included. At this
retreat, we focused on RSA’s campus-wide events, NRHH’s campus-wide events, and a
NRHH/RSA collaborative event.
6. Draft an end of the year report.
7. Complete any other duties as assigned by the Executive Board.
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