Student Organization

Orientation
Presentation Outline

• Student Organization Requirements

• Student Organization Policies

• RamsConnect Overview

• Student Leadership and Civic Engagement

• Frequently Asked Questions

• Contact Information
Student Organization
Requirements
Student Organization Requirements

Basic Requirements
• All organization must have a minimum of 8 members (including officers)
• Maintain a President, Vice President, and Treasurer
Must be three different individuals
• Send an officer to one organization orientation, or complete organization
orientation online through Blackboard
• Submit Annual Registration Form through RamsConnect and GPA
Authorization Form to SLIC by Friday, September 28, 2018
• Maintain accurate roster including all officer positions on RamsConnect
• Maintain an active and accurate RamsConnect account
Student Organization Requirements

Scholarship
• Undergraduate President, Vice President, and Treasurer must maintain a
minimum 2.5 cumulative GPA and be enrolled and registered for a minimum
of 6 credit hours.

• Graduate President, Vice President, and Treasurer must be in good

academic standing with their department and be enrolled and registered for
a minimum of 3 credit hours.
Student Organization Requirements

Accountability
• Must follow all VCU, USC&A and Student Organization policies as stated in
policy guidebooks

• Complete Finance Training (if requesting and using SGA funding)

• Attend Event Management System Training (highly encouraged)

Student Organization Membership

• The President, Vice President, and Treasurer of an organization must be

three different individuals and must meet the GPA requirements.

• Non-students may hold membership in an organization as an associate

member. However, they may not serve as an officer nor may they conduct
any official business on behalf of the organization.

• Student organizations must comply with any additional membership

requirements in their Constitution and/or Bylaws.
Student Organization
Policies
VCU Name Policy

• A student organization may NOT use the University’s name, nor any
abbreviations of the University’s name, in the name of your student
organization in such a manner to suggest the organization is sponsored
by VCU.

• Students may use “at VCU” following the name of the organization.

For Example:
VCU Cooking Club is NOT allowed
Cooking Club at VCU is CORRECT
VCU Name Policy

The name policy includes, but is not limited to:

Social Media
Flyers
Posters
Email address
Websites (including URL)
Virtual EMS
Organization “Swag” (t-shirts, buttons, etc.)
Email Address
Student Organization Manual

All student organization officers and members should review the

student organization manual. It provides information regarding
everything you need to know about student organizations at VCU!

It can be found at:

http://www.usca.vcu.edu/slic/student-organizations/resources/
 Safety and Protection of Minors
Purpose and Application of the Policy:
• VCU is committed to maintaining a safe
and supportive environment for minors
who participate in VCU programs.
• This policy ensures that minors on
campus are overseen in a fashion that is
appropriate, healthy, and safe for
everyone.
• The policy applies to all programs and
activities involving non-enrolled minors
on VCU’s campus.
Impact for Student Organizations:
• Student organizations should read and comply with
the SPM policy for programs and activities involving
non-enrolled minors.
• If the program is not being conducted by a VCU
department or unit, student organizations will need
to contact the Division of Student Affairs to provide a
Point Person and all activities should comply with the
SPM policy as a hosted program.
• The policy, requirements, resources, and best
practices available at :
http://mfyc.vcu.edu/youth-on-campus/
Questions? Email youth@vcu.edu or call 804-827-
3402
RamsConnect
RamsConnect

RamsConnect is an online directory that lists all registered student organizations

at VCU

http://ramsconnect.vcu.edu
RamsConnect Features

• Manage roster -> add/remove members and officer positions.

• Communicate with officers, members, and potential members.
• Manage service hours, experiences, and officer elections.
• Create a Co-Curricular Transcript that can be used to document your
involvement experiences.
• Post picture albums, blogs, documents, and discussion boards.
• Promote your events/meetings on a virtual bulletin board.
RamsConnect Requirements

• Student organizations must maintain the following at all times:

• Updated roster with current members.
• Accurate list of all student organization officers.
• Current contact information for the organization.
Student Governance
Student Governance Staff
LaDarius Thompson
Assistant Director for Student Governance and Student Government Association Advisor
ldthompson@vcu.edu

Jenae Harrington
Coordinator for Student Governance
jdharrington@vcu.edu

Donte’ Sharpe
Coordinator for Student Governance
dsharpe2@vcu.edu

Julia Bailey
Graduate Assistant for Student Governance
baileyje@mymail.vcu.edu

Kyle Bumgarner
Graduate Assistant for Student Governance
The Underground: Student Organization Resources Center
& The Hub: Student Organization Resources Center
Located on the lower level of the
University Student Commons in Suite 015 & Hunton Student Center Suite 305
FREE Resources for Registered Organizations:

150 black/white copies per month

25 buttons per month
Computer stations
Organization mailboxes
Banner paper, paint, and art supplies
Helium tank
Webpage on RamsConnect
Opportunity to apply for VCU SGA funding
Room reservations on campus
Monthly Newsletter (E-blast)
Frequently Asked Questions
What is Expected of a Student
Organization Officer?

• Stay up to date with annual registration deadlines.

• President, Vice President & Treasurer must maintain a 2.5 cumulative

GPA.

• Keep RamsConnect roster updated with accurate officer and member

information.

• Attend trainings and workshops to understand policies and procedures.

• Communicate between outgoing and incoming officers to ensure smooth

officer transition (academic vs. calendar year).
Is a Constitution Required?

• No, but it is strongly recommended.

• A group’s constitution is an important document that governs its purpose and

future actions. Anticipate the future and ensure that your constitution does
not limit the organization’s options for growth and change.

• Constitution templates are available on the Student Leadership and Civic

Engagement website:
http://www.usca.vcu.edu/student-organizations/additional-resources/
How do I Reserve Space for
Meetings and Events?
Reservations can be done through the Virtual EMS website.

•Facilities Available:
- University Student Commons
- Hunton Student Center
- Larrick Student Center First time EMS accounts
- Academic buildings require 24 hours to be activated.
- Outdoor space go.vcu.edu/ems

•Publicity Opportunities:
- Information table space
- Banner space
- Axis TV slide

Learn more at: https://usca.vcu.edu/event-services/

How do I Host an Event on Campus?
• Any “big” events requires advanced planning and meetings with your
organization’s Event Planner.

• Complex Event Advising Training is required for 2 officers if your event

includes any of the following:
❑ Attendance (expected or historical) of more than 100 people
❑ Tickets (paid or free)
❑ Contracted services (catering, speakers, DJ’s, etc.)
❑ Police and/or Security
❑ Audio Visual support
❑ Event Title includes: Social, Festival, Carnival, Dance, Fashion Show, Pageant,
Auction, “Week”, Open Mic, Concert, or Culture Show

If you have any questions, please visit the Event and Meeting Services staff in Suite
106 of the University Student Commons or at uscaevent@vcu.edu
How Can I Promote My Organization
to Other VCU Students?
• RamsConnect Flyer Board – Virtual bulletin board on home page of site
• TelegRAM – Email announcement to Faculty, Staff and Students. Submit email
announcement at: www.vcu.edu/telegRAM/.
• Axis-TV– Create a PowerPoint slide and email in JPG form to: contactusca@vcu.edu
• Flyers – Create your publicity flyers to post on campus.
• Banners – You must make a reservation using Virtual EMS
• Inside banners – may be paper or vinyl
• Outside banners – MUST be vinyl with grommets in each corner

• Facebook and other social networking tools – Create events and use announcements to
post to newsgroups

• Ads – Purchase ad space in the Commonwealth Times or other publication distributed to

your target audience
How Can I Apply for VCU SGA
Funding?
• Student organizations can apply for funding through VCU SGA in the following categories:
• Annual
• Semester
•Special Circumstances
For more information please visit our finance website at:
https://sga.vcu.edu/funding-requests/

• The President and Treasurer must complete finance trained before spending SGA funding.

• It is very important to be aware of deadlines before spending any funding.

How Can I Create a Website for My
Organization?

You can request a website for

your organization through VCU
Technology Services by going to
the following link:
http://www.ts.vcu.edu/askit/web-tools/web-
publishing/student-websites/
Does My Student Organization Have a
Mailbox on Campus?

Yes! ALL registered student organizations have a mailbox located in The Underground:
Student Organization Resources Center, University Student Commons, Room 015

The mailing address is:

(Student Organization Name)
907 Floyd Avenue
PO Box 842035
Richmond, VA 23284

It is your responsibility to check your mailbox on a weekly basis (at a minimum) to ensure that
your mail is picked up in a timely manner.

All mail sent to SLIC MUST have the student organization name listed so we are able to get in
touch with you. Mail without a student organization name may be returned to sender.
What Type of Leadership Programs
do you Provide?

The Student Leadership and Civic Engagement is a great place to start exploring
your leadership potential! Our leadership experience offers a variety of trainings,
workshops and conferences to give you the tools to become a successful leader.

The Leadership Experience includes a wide variety of opportunities to learn more

about leadership!

Lunch ‘n Lead
Leadership Conference
Leadership To-Go
Into the Streets
Peer Leadership Program
Leadership and Service Awards

Learn more at: http://www.usca.vcu.edu/slic/the-leadership-experience/

Contact Information

The Underground: Student Organization Resources Center

University Student Commons and Activities
Room 015
804-828-3648
studentorgs@vcu.edu

The Hub: Student Organization Resources Center

Hunton Student Center
Suite 305
804-628-3100
orgshunton@vcu.edu