Objective of Phase: To provide newly accepted organizations an opportunity to develop formal guiding documents, operational strategies, and procedures; and to become familiar with University policies, standards and processes related to RSOs.
Benefits/Rights afforded with Provisional Status:
● Organizational Development Liaison is assigned to assist the group as needed for completing the required elements of Provisional Status and to provide support as requested with any optional training/development activities.
● Access to a variety of resources related to Organizational and Leadership Development including training modules, checklists and templates (see Support/Resources below.)
● Eligible to request and utilize up to three space reservations in the name of the organization during provisional status (it is recommended, however not required, that at least one of these reservations is designated for a group informational/interest meeting or member recruitment event.)
● Eligible to submit up to three posting requests during provisional status.
Required activities and documentation:
● Attend a Cohort Meeting to review University policies and standards pertaining to RSOs, discuss next steps, connect in person with Organization Development Team liaison, answer any questions the organization founders may have, etc.
● Meet with Organizational Development Team Liaison as needed throughout the process (at least one meeting is required) to support and assist as necessary to complete required activities and documents.
● Complete and submit to U&I all compliance documents for record keeping requirements
○ Information form
○ Updated Roster
○ Advisor Agreement
○ Recognition Agreement
○ Anti-Hazing Agreement
○ Non-Discrimination Agreement
● Organizations for which the mission or purpose is centered on physical activities considered inherently high-risk (i.e. rock climbing) must complete the Blackboard module on Risk Management Information and develop a written risk management plan specific to group activity.
○ Module is self-guided and helps students understand the basics of risk mitigation.
● Organizations that anticipate handling money (collect membership dues, open a bank account, make payments related to group, plan fundraisers, buy apparel, etc.) must complete the Blackboard module on Basic Finances/Budget.
● Finalize Constitution/Operating Plan and submit to U&I:
○ A RSO’s constitution/operating plan is a foundational document that provides guidance to both current and future members of the organization in fulfilling the mission of the group. The constitution outlines and describes the fundamental operating procedures and set of rules that members have established and agreed upon which describe how their RSO works. The constitution/operating plan should include at minimum:
■ Name and Purpose of the Organization
■ Membership definitions (as determined by group members)
■ Officers and how they are selected (as determined by group members)
■ Advisor role and functions
■ Meeting structure (group defines when/how business will be conducted)
■ Non-discrimination and Anti-hazing statements
And for applicable groups as described above:
■ Financial Processes (applicable to groups that will be handling money)
■ Risk Mitigation strategies (applicable to groups focused on high risk physical activities)
The Organizational Development Team has designed a variety of training modules, templates and resources available to student organizations that have been granted provisional status, as well as for those that have received their full charter. Organizations are able to access these resources as they see benefit for their group. We encourage organization leadership to review the list of topics and access/complete those most closely related to the organization’s mission, purpose, and operations in an attempt to optimize the success and sustainability of the organization. Organization Development Team liaisons are available to assist student organizations who have questions about accessing these modules.
While not an exhaustive list, the following subject matter may be particularly timely and helpful for groups preparing for Full Charter and completing constitution/operational plan. Organizations are welcome to utilize these resources as they deem necessary and appropriate:7
● Risk Management Information/Plan
o Risk Matrix
o Mitigation Planning
● Basic Finances/Budget Training
o Budget Template
o Financial Planning Template
● Event Planning and Advertising
o Event Planning Template
o Advertising Plan Template
● Inclusivity Training
○ Inclusion Template
● Recruitment strategies, planning &events
○ Recruitment planning template
Provisional Process Notes:
● Meetings with Organizational Development Liaisons are driven by the needs of the respective group. The intent of the meeting is to provide support to students as they continue to grow their organization. The following list provides examples of topics that student organizations have sometimes included as discussion items for their meeting with their liaison:
○ Rights and Responsibilities of RSOs (applicable University policy review.)
○ Review and address questions regarding compliance documentation.
○ Suggestions and advice on items that could/should be addressed in foundational documents (constitution, by-laws, operating procedures, etc.)
○ Assist with any questions the group may have.
○ Create awareness of the nature and extent of resources available to Provisional Status groups and RSOs to support organizational effectiveness and sustainability; and to further enhance the experience of organization leaders and members.