Student Organization Virtual Resources

Virtual Resources for Student Organizations

Resources for organization operations and strategies on virtually engaging members.

Due to the continuing spread of COVID-19 infection in the United States and in light of recent decisions of Virginia Tech, Student Engagement and Campus Life has cancelled events scheduled in our facilities through May 6, 2020, for the safety of our students and staff. This includes but is not limited to events, meetings, socials, practices, service projects, hosted speakers or performers, and educational programs. For up to date information about the response to COVID-19 please refer to this website.

Student Organization leaders are encouraged to continue operating virtually as they are able. This page is meant to provide you with guidance and resources for working towards your mission virtually. You can find the latest information that’s been communicated to student organizations here. If you have questions that aren’t answered by this page or other communication, please email thesource@vt.edu

Virtual Meetings and Communication

We are encouraging all student organizations to move all meetings to an online platform, but to continue working together and connecting virtually. Many organizations already use virtual communication tools for updates and between meeting communication, including GroupMe, Slack or Google Groups, and we encourage you to continue using these tools to conduct business and connect with your members.

Here are some tools you can consider using for online meetings:

  • Zoom
  • Google Hangouts
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How to Engage Members Virtually.pdf

We will be developing and sharing resources to help you enhance your virtual meetings in the coming weeks! If you have specific ideas for resources or information you’re interested in, please email thesource@vt.edu.

 

Organization Management

There are valuable tasks that you are still able to complete remotely in order to set your organization up for success when we resume normal campus operations in the future. 

All recognized student organizations must complete all steps of the registration process by June 1, 2020 in order to maintain their access to privileges during the 2020-2021 academic year, including the ability to reserve space, participate in Gobblerfest, and eligibility to request funding. A full outline of the steps for the process is available here. All steps are being conducted virtually.

If you have not received information about completing registration, including instructions for accessing the Canvas course for the online modules, please email thesource@vt.edu

We are aware that many organizations hold officer elections and transitions during the period between March – May. We encourage you to conduct elections as early as possible to ensure you have time to onboard new leaders and teach them about the responsibilities for their position. Elections should be conducted prior to completing the Mandatory Annual Registration process in order to send incoming leadership to training sessions.

If you would typically conduct your elections at a meeting, consider using the Elections function on GobblerConnect to have members vote virtually. Here’s a reference for how to set up and run an election through your GobblerConnect page. You can still have candidates share their platforms and ideas either via video chat speeches or in a shared document for members to review prior to voting.

We will be developing and sharing resources to help you run effective virtual elections. If you have specific ideas for resources or information you’re interested in, please email thesource@vt.edu.

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SECL - Guide to Virtual Elections.pdf
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Member and Graduation Student Recognition.pdf

While you have some extra time that isn’t spent preparing for upcoming events and activities, we encourage you to take some time to focus on the foundations of your organization.

Consider doing a thorough review of your constitution, governing documents, or member expectations. Take time to connect with your current members about what they want and need from the organization in order to inform advance planning efforts for next year. Develop a three-year plan for your organization, complete with long- and short-terms goals to measure your success. 

The time you put into investing in your organization now could pay off significantly next semester and in years to come! Reach out to The Source via the instructions above so we can help you plan for organizational improvement projects.

We will be developing and sharing resources to help you develop a strategic plan for your organization. If you have specific ideas for resources or information you’re interested in, please email thesource@vt.edu.