Mid Year Report 2011 Training


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  • Show CCC, go through some of the basics
  • Reports should be typed and printed. It is also recommended that you upload the report to your CCC documents section. This way future leadership may access the file, and you know it is in a safe location for updating in later years.
  • The Seven principles are to your mid-year report like the Communal Principles are to this institution they are the guiding philosophies. They are also an assessment tool that helps with decision making processes such as budgeting.
  • Examples: Constitutions missing, SAAC funding, advisor availability, mission statements, free trainings/workshops.
  • Compared to budgeted student organizations, Hall Councils, Fraternities and Sororities, and Club Sports there were no required expectations of some student organizations. This isn’t about forms and this isn’t about the conveyance to you. This is about the big picture and the impression you leave on campus. We need to document this, the next rising class needs to know where they came from and where they want to go. It will help track history, officer transitions, and growing trends.
  • The first seven sections are the Seven Principles The last section is about offices, mail boxes, cabinets, SAAC funding, SA Government/Policy & Review Committee, and fundraising
  • Each organization is required to have and operate within their mission statement. Mission Statements help an organization stay focused. Minimum Expectations: You’ll want to make sure you missions statements on CCC and constitution are consistent…it doesn’t have to be verbatim. Consti
  • Membership keeps an organization healthy. Best practices state that with 12 active members an organization can operate fully. Minimum Expectations: Review your Constitution to find out how your organization defines an active member.
  • Inclusion is important to the openness and accessibility to the student body through programming, publications, activities, and collaboration. Minimum Expectation- Turn in two PPAC forms one showing you held a general interest meeting and one that you had an PPAC open to the whole campus.
  • Uniqueness with over 200 student organizations it is important to make sure that organizations that we currently have stay distinct from others. Understanding of other student organizations, your mission statement, and constitution will help you be more aware and stay unique on campus. Minimum Expectation: We will be cross checking student groups mission statements, membership, and PPAC’s.
  • As you can see the PPAC forms are stated throughout the Mid-Year report. We have found this to be one tangible way to assess an organizations contribution to the campus community. Make sure as you fill out each PPAC that you are having your advisor sign off on them. Some PPAC will also need to be reviewed with your advisor in order to better assess for the next time the it comes around. Minimum Expectation- one general interest meeting and one program, publication, activity or collaboration needs to be turned in signed by your advisor
  • There are many ways for a student organization to receive leadership development: attend Fall Leadership training, request a RCCL UR Skills Workshop, conferences, etc. Minimum expectation: Fall Leadership Training is mandatory but many organizations still do not attend b/c of their poor leadership transitions. In order for you to meet the minimum expectation attendance to the training is needed and a clear description on your organizations officer transition is needed. WCSA has the list of attendees for fall training if you need to double check. It is also recommended that executive boards meet weekly or bi-weekly to plan for their meetings, events, etc.
  • To stay within the Meliora philosophy “Ever Better” evaluating and assessing your organizations productivity is a way for each organization to grow. Minimum Expectation- PPAC forms are turned in.
  • Some questions may not necessarily be relevant to your organization, but they are there so that we can learn more about what you do
  • Reports should be worked on with entire e-boards, this is insures open communication and equal delegation of responsibilities. It is up to your e-board to decided who submits the final report to WCSA. Three e-board signatures are required to submit the report.
  • Mid Year Report 2011 Training

    1. 1. CCC Tutorial <ul><li>Updating the CCC is an important part of the Mid-Year assessment </li></ul><ul><li>Helpful Tips: </li></ul><ul><ul><li>Updating active membership </li></ul></ul><ul><ul><li>Updating e-board members </li></ul></ul><ul><ul><li>Uploading documents </li></ul></ul><ul><ul><li>Adding pictures/videos </li></ul></ul>
    2. 2. Mid-Year Report 2011 Due January 31 st before 5pm to Sue Nielsen in WCSA
    3. 3. Defining Our Purpose <ul><li>The Students’ Association Senate aims to support an organizational system which allows students to pursue their interests while focusing their energy in ways that promote community on the River Campus. </li></ul><ul><li>The Seven Principles of a student organization were designed to encourage more collaboration, more community-directed programming, and decrease self-serving activities. </li></ul>
    4. 4. Additional Reasons for Report <ul><li>In 2008-2009 Policy and Review met with all student organizations with advisors in Wilson Commons Student Activities regardless of funding </li></ul><ul><ul><li>This “Student Organization Review 2009” found out that an overwhelming number of student organizations do not follow, have, or know the appropriate documents and recourses that are required/available to them. </li></ul></ul>
    5. 5. Additional Reasons for Report <ul><li>The Mid-Year Report now holds all student organizations at the standards of the Seven Principles. </li></ul><ul><li>A new database has been created to track each student organization’s progress for every Mid-Year Report. </li></ul>
    6. 6. New Grading Rubric <ul><li>There are 7 graded sections. Each section is graded independently on a scale of 1 to 4: </li></ul><ul><ul><li>Exceeds Expectations = 4 </li></ul></ul><ul><ul><li>Meets Expectations =3 </li></ul></ul><ul><ul><li>Meets Expectations with Provisions =2 </li></ul></ul><ul><ul><li>Does Not Meet Expectations = 1 </li></ul></ul><ul><li>The Overall Rating on your Report will be graded on a point system of 28 possible points: </li></ul><ul><ul><li>Exceeds Expectations = 26-28 </li></ul></ul><ul><ul><li>Meets Expectations = 21-25 </li></ul></ul><ul><ul><li>Meets Expectations with Provisions = 15-20 </li></ul></ul><ul><ul><li>Does Not Meet Expectations = 14 or below </li></ul></ul><ul><li>Groups that do not meet the expectations of the Mid-Year Report will be required to schedule a meeting with the Policy & Review Committee to take further action. </li></ul>
    7. 7. Mid-Year Report Composition <ul><li>Cover Sheet </li></ul><ul><ul><li>New this year, requires advisor signature, and the signatures of three e-board members </li></ul></ul><ul><li>Seven Principles (Graded Sections) </li></ul><ul><ul><li>A Clear and Focused Mission </li></ul></ul><ul><ul><li>Membership </li></ul></ul><ul><ul><li>Inclusion </li></ul></ul><ul><ul><li>Uniqueness </li></ul></ul><ul><ul><li>Programming, Publications, Activities, and Collaboration </li></ul></ul><ul><ul><li>Future Leadership Development </li></ul></ul><ul><ul><li>Evaluation/Assessment </li></ul></ul>
    8. 8. Mid Year Report Composition <ul><li>Resources Section </li></ul><ul><ul><li>Includes a Materials Inventory Form (new this year) </li></ul></ul><ul><ul><li>This section is not graded on the point scale, but rather as “completed” or “not completed” </li></ul></ul><ul><ul><li>Groups that do NOT complete the Resources section can only achieve an overall rating of “Meets Expectations” </li></ul></ul><ul><ul><li>Not completing the resources section could harm funding, budgeting, and allocated office space. </li></ul></ul>
    9. 9. Expectations <ul><li>Clear and focused mission </li></ul><ul><ul><li>All student organizations must have a clear and focused mission statement in their constitutions. Mission Statements should enhance the educational goals for the College, including: freedom, autonomy, community and responsibility as well as improving the college community and undergraduate experience. Without a clear and focused mission, a student organization has no direction and no purpose on campus. Each organization must fill a specific niche and this specific intent needs to be clearly defined in the mission statement. All organizations are expected to operate within their stated missions. </li></ul></ul><ul><li>Minimum Expectation: Mission statement is consistent on the organization’s CCC site and constitution. Constitution is uploaded to CCC site. </li></ul>
    10. 10. Expectations <ul><li>Membership </li></ul><ul><ul><li>All student organizations are required to maintain and demonstrate a membership sufficient (12 members) to accomplish their missions and meet the seven SA Principles of a Student Organization. To ensure accurate reporting, an organization’s members must confirm their involvement in the organization. Without sufficient membership, too much strain is put on active members with less than desirable results. Also, inadequate membership is a sign that an organization is not unique enough, meaning potential members may be affiliated with a similar organization or there is simply not enough interest on campus. All membership data must be entered into the Campus Club Connection. </li></ul></ul><ul><li>Minimum Expectation: Organization has stated in Mid-Year Report and on CCC at least 12 active members, as defined in the organization’s constitution. </li></ul>
    11. 11. Expectations <ul><li>Inclusion </li></ul><ul><ul><li>All student organizations must be actively inclusive and welcoming of the diversity of the undergraduate students of the University of Rochester. According to Article V, Section 2 of the Students’ Association Constitution, “Student organizations must not discriminate against any person because of age, color, disability, ethnicity, gender identity, gender expression, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or political affiliation.” All organizations must add to the quality of life on campus for every student and for this to be possible, inclusion is necessary. All organizations must also make the effort to be accessible to the student body through programming, publications, activities, and collaboration. </li></ul></ul><ul><li>Minimum Expectation: Review of organization’s submitted PPAC forms shows they have held one general interest meeting open to all and have done one program, publication, activity, or collaboration that has been open to the whole campus community per semester. </li></ul>
    12. 12. Expectations <ul><li>Uniqueness </li></ul><ul><ul><li>All student organizations must be unique and distinct from all other student organizations. This is necessary to prevent too many similar organizations. Similar organizations pull similar members, so the membership of each organization suffers. Also, student organizations that spark the creation of infinitely more organizations must not be formed. If the number of student organizations is not kept under control, resources such as space, money, advisors, and advisor time begin to run out and every organization on campus suffers. </li></ul></ul><ul><li>Minimum Expectation: Organization’s mission statement is not similar to any other student organization and their programs, publications, and activities are not similar to other student organizations’. Organizations that state on their PPAC that they are collaborating with other groups shall not be penalized. </li></ul>
    13. 13. Expectations <ul><li>Programming Publications Activities and Collaboration (PPAC) </li></ul><ul><ul><li>All student organizations are required to demonstrate through initiatives, programs, events, publications, and meetings that they are active within the campus community. Without PPAC an organization is both inactive and not inclusive. Collaboration and co-sponsorship among organizations has been found to be successful at community building. Collaboration also sparks dialogue, connections, and saves resources on campus. In order to improve the quality of life on campus, it is important for all student organizations to be collaborative within the campus community. </li></ul></ul><ul><li>Minimum Expectation: Review of organization’s submitted PPAC forms show they have held one general interest meeting open to all and have done one program, publication, activity, or collaboration that has been open to the whole campus community per semester. </li></ul>
    14. 14. Expectations <ul><li>Future Leadership Development </li></ul><ul><ul><li>All student organizations must invest in the future leadership of the organization in order to maintain their recognized status. This should include recruitment, leadership opportunities, and training for younger members. Such activities are essential to enhance an organizations chance of succeeding and persisting. When an organization gains SA recognition, they are expected to remain a successful organization on campus for years to come. However, if there is no future leadership development, success is not possible. </li></ul></ul><ul><li>Minimum Expectation: Attended the Fall Leadership Training, and are able to articulate an officer transition process. </li></ul>
    15. 15. Expectations <ul><li>Evaluation/Assessment </li></ul><ul><ul><li>All student organizations are required to evaluate their programs, publications, and activities. Organizations that evaluate and assess their mission, constitution, programs, publications, activities, and collaborations are able to evolve and remain sustainable. All organizations must evaluate themselves and what they have done in the past in order to continually improve. They also must assess themselves to make sure they have not strayed too far from their original mission. Remember to apply our motto to your student organizations: Meliora, ever better. </li></ul></ul><ul><li>Minimum Expectation: Student organization submitted signed PPAC forms, and have assessed the success of events, and organization meetings. </li></ul>
    16. 16. Mid-Year Report Information <ul><li>There is more information asked than that is “expected” </li></ul><ul><ul><li>It is useful information to a groups history </li></ul></ul><ul><ul><li>It is useful information to the Students’ Association to provide better services to all </li></ul></ul><ul><ul><li>It is useful information to the group’s advisor in order to be a better advocate, resource, change agent </li></ul></ul><ul><li>This information is used to compile feedback so that we may identify how we can assist you! </li></ul>
    17. 17. Mid-Year Report Process <ul><li>Mid-Year Report Due January 31 st before 5pm to Sue Nielsen in Wilson Commons Student Activities </li></ul><ul><ul><li>Typed and printed </li></ul></ul><ul><ul><li>Signed cover sheet. The cover sheet must be signed by your advisor and three e-board members. Remember to make an appointment with your advisor to get their signature. </li></ul></ul><ul><ul><li>All pages including report, PPACs, and Materials Inventory should be paper clipped together </li></ul></ul><ul><li>You can download the Mid-Year Report at sa.rochester.edu </li></ul><ul><li>Representatives from Policy & Review will review and comment on the reports </li></ul><ul><li>Each student organization will receive a Feedback Report in early April - groups that fail the report will be required to attend a meeting with the Policy & Review Committee </li></ul>
    18. 18. For additional help <ul><li>If you have any questions, please contact the Policy & Review Chair, Andrea Sobolewski at [email_address] </li></ul><ul><li>Remember to meet with your WCSA advisor. </li></ul>