Spring Semester in Full Bloom
Welcome back Advisors of Student Organizations! We’ve had a strong start to the semester with over 110 organizations tabling at Spring SOVO Fair on January 17th, we’ve opened up nominations for the Student Leadership Awards (more below), and your orgs already have over 350 upcoming events listed in RamsConnect for the semester!
Nominations are now being accepted for the Student Leadership Awards. These awards highlight the outstanding work of VCU’s student leaders and organizations from February 2024 through February 2025. The Student Leadership Awards will recognize up to 10 individual awards and 8 organizational award during a ceremony in April.
Please consider nominating your organization and student leaders for an award today and/or encouraging them to self-nominate as well. Deadline to submit nominations is February 14th
See award descriptions here or go directly to the nomination form here.
Annual Re-Registration Coming Up!
Each spring ALL student organizations are required to complete Annual Re-Registration. The annual re-registration process allows student organization leaders to review, update, and share important information about their organization with VCU. Annual Re-Registration is required in order to be eligible for access to (1) SGA funding, (2) SOVO Fair participation, and (3) Camps space reservations in EMS, and other resources on campus
As an advisor, it is important to check in with your organization to ensure that they are completing this important annual task. We’ll announce more information and deadlines in the Student Organization Newsletter as well as the link above.
Along with re-registration, consider helping your organization with officer transition plans and ensuring new officers have the information they need to be successful in their new roles. This can include:
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Access to important documents, folders, drives, as well as passwords and account information
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Learning about processes like annual re-registration and funding requests
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Awareness of the policies outline in the Student Organization Handbook
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Meetings and coaching sessions with current and outgoing officers
Strong officer transition plans help organizations become sustainable and successful from year to year.
SGA Funding Requests
Traditionally spring semester brings along the SGA Annual Funding request process. This is the opportunity for organizations to request funding for the 2025-2026 academic year. The funding process, which is overseen by the Student Government Association’s Independent Financial Board, typically opens requests towards the end of the spring semester. Student organization leaders should start planning now to have a strong funding request submission ready when the form opens. All information about the form opening and deadlines will be included in the Student Organization Newsletter
Feedback Requested for Future Advisor Development
Our team is dedicated to improving the resources and training available to both student leaders and advisors. We’d like to hear from you about the types of topics you’d like to learn more about. Please consider completing this short survey to inform us on the important topics and resources you’d like to see available.
Student Organization Advisor Resource Interest Form
Important Resources and Reminders
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The Student Organization Advisor Guide is a detailed manual designed to equip advisors with the tools and knowledge necessary for effective leadership and support.
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The Underground Website provides general student organization information and resources, including the Student Organization Advisor Guide.
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The Student Organization Handbook outlines the policies and definitions of student organizations at VCU. It is both recommended and required reading for new and returning organizations and includes links to other important student org related policies and procedures.
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For information about hazing prevention at VCU, including a link to the Hazing Reporting Form, visit hazing.vcu.edu.
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For orgs hosting activities on campus, please refer to the following policies which includes critically important information about expressive activity at VCU:
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The Commons Event Services Guidelines and Procedures includes additional information on how to reserve space on campus, including how to make reservations, hosting outdoor events or film screenings, food and beverage guidelines, usage and rental rates and more. If student orgs are hosting events including alcohol - both on and off campus - they must submit a Notification of an Event with Alcohol form at least two weeks prior to the event(s).
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VCU requires that student orgs self report any organization sponsored travel through our Travel Notification Form. Be advised that the student org office neither approves nor denies travel. We only require this information be provided for purposes of Clery Act reporting.
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All advisors are regarded as Campus Security Authorities (CSA’s) and are responsible for ensuring Clery Act compliance. The student organization office shares advisor contact information with VCU PD annually. All CSAs at the University will be notified of this designation in writing, will be required to complete an online training, and must ensure that they understand their reporting obligations under federal law and University policy.
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