Club resources

The manual dives deep into managing your student organization. Information includes how to run an event, club finances, and much more. Leaders, members, and advisors are required to read and follow the manual. Download the full Student Organization Manual.

The Student Organization Annual Reregistration (SOAR) ended on May 5th. However, clubs and chapters that didn’t complete this requirement on time will be given two weeks in July to successfully re-register once again (July 8th – July 19th).

SOAR is a procedure required by the Office of Leadership and Engagement to identify which organizations are planning to remain active in during the 2024-2025 academic year. Reregistration is required for ALL student clubs, organizations, and Greek chapters that intend to be active. Please read the following items that specify the requirements and to-dos needed to complete SOAR properly:

Requirements for Reregistration:

• Updated roster of members who will be active in Fall 2024
  • An organization needs to have a minimum of five members
    • Required to have at least two student officers who have a cumulative GPA of 2.00 or higher
      • Officers who are undergraduates need to be enrolled in at least 12 credit hours/units. Officers who are Graduate students may be enrolled in less than twelve credit hours
      • A President and Treasurer are typical board member positions (positions may vary based on the organization)
  • An updated roster SHOULD NOT include members who will be graduating in May 2024 or are no longer active members of the organization
  • Update the True Blue Connects Primary Contact if the current individual listed is transitioning out of the organization
• Update NAU faculty/staff advisor’s name and email
  • Additional advisors and/or Coaches – please list their name, email and phone number
    • Only Sport Clubs are required to list a coach. If the coach is the same as the advisor, please list them again in the designated section
• Update the constitution/bylaws with the following:
  • A clean and organized format – see Appendix A in our student org manual
  • A non-discrimination statement
    • Just the statement posted on the webpage and not the entire 6-page document
  • A compliance statement
    • “The Student Organization manual is a contract between this organization and the Office of Leadership and Engagement. We agree to abide by the policies, procedures, and sanctions stated in the manual.”
  • A detailed process on how to remove a club member AND officer
    • The process needs to provide enough content for our office to understand your step-by-step action plan. Some items to consider are:

1. • • • Discussion/Action – a detailed process of how the complaint/issue would be addressed
       • Notification method – a form of communication that notifies a member of a particular complaint/issue
       • Voting – who is allowed to vote for a member’s removal
       • Numbers – specify the number of votes a member must obtain to be removed from the organization
         • Probation – If granted this status, explain what a probation status looks like within the organization
       • Resources – list of resources a member could utilize during and after the removal process

• • • Include the following Contingency Provision statement at the end of your removal process:
      • “Note: Depending on the behavior of concern executed by an organizational member(s) and/or officer(s), it may be warranted for the organization to move straight to removal, forgoing the previously described removal process.”

• Name and NAU email of two officers in your organization who would be responsible for sharing all essential information from our office with the organization and other board members
  • NOTE:
    • Old MS Teams representatives will be removed in mid/late May
    • New MS Teams representatives will be added in early June
    • The club’s advisor and coach will also be added to Teams BUT should not be considered as either of the two representatives
  • Learn more about Microsoft Teams!

How to Reregister:

• Log in to True Blue Connects
• Follow the instructions listed on this article – click here!

Other Important Information:

• TBC Event/Meeting Requests for Fall 2024 will be open on April 10^th
  • If a TBC request is submitted prior to April 10^th for Fall 2024, it will be denied, and a new request must be submitted on April 10^th
  • Clubs/Orgs/Chapters are not able to host in-person meetings/practices/events prior to or during the first week of school unless it is via Zoom or off-campus
  • Welcome events are okay to host during the first week of school, depending on the location
  • Clubs/Orgs/Chapters are not able to host any meetings/practices/events during Thanksgiving break (11.28-12.01) and finals week (12.09-12.15)
  • Clubs are not able to meet or host events in academic spaces until the third week of school
  • If our office has recently approved your organization, you are still required to reregister since there have been slight changes in our process/requirements.

Guides:

• SOAR Checklist Guide
• Constitution Checklist Guide

We are here to individually work with you and your student organization. Together we can work through issues such as recruiting, conflict, club management, retention, transition, and more.

To set-up an individual meeting time please email StudentOrgs@nau.edu.

Need some help managing an aspect of your organization but can’t find a workshop time that works for you? Our video tutorials are available at any time.

• Organization Basics
  • Organization Basics – Video
  • Organization Basics – PPT
• True Blue Connects – Basics
  • True Blue Connects – Basics – Video
  • True Blue Connects – Basics – PPT Slides
• Recruitment – Tabling
  • Recruitment – Tabling – Video
  • Recruitment – Tabling – PPT Slides
• Marketing & Social Media
  • Marketing & Social Media – Video
  • Marketing & Social Media – PPT Slides
•  Hazing
  • Hazing – Video 
  • Hazing – PPT Slides

Please visit our Microsoft Teams “Training” channel for links to the recordings from the August club training and monthly officer meetings.

Lumberjacks don’t haze. Learn more about what hazing is, the state law, and NAU policy at this website.

The Get Involved Lounge is open to all students interested in learning how to get involved on campus and to members of current active organizations. Additional resources such as crafting materials, printing, paper, and more are available for free for organizational use. Visit our Get Involved Lounge, located inside the University Union, room #104.

All recognized student organizations have access to ASNAU’s Club Headquarters located in the University Union, room #206. Club HQ offers a variety of services to help you plan your events including: walkie talkies, AV, tables, carts, balloons, free printing/copies, poster printing, paint and more. Club HQ is open Monday-Friday, 9am-7pm.

For more information visit the ASNAU Club Headquarters website.

Student organizations accumulate supplies and equipment as they grow, and often these cannot be stored at a member or officer’s house. The Office of Leadership & Engagement and ASNAU are excited to offer free storage space for student organizations, from lockable lockers to shared cabinets.

Storage space will be available for use on an annual basis. Please be aware student organization needs and requests greatly exceed availability. Rentals are granted on a first come first serve basis and based on availability.

The application for Club Storage is here: StudentOrg Storage Space Application

Applications should be emailed to StudentOrgs@nau.edu.

There are a number of funding options for your club to plan great events, travel, serve food, connect with alumni, and more. Access all the club funding options in one spot. Click here to see what options are available to you.

Clubs are expected to utilize Sodexo when providing food at events/meetings. Sometimes, a food waiver may be needed for an event however.

Fill out the Food Waiver form at the following link: https://in.nau.edu/dining/catering/

Clubs traveling more than 50 miles out of Flagstaff must submit a Travel Request Form through the NAU Service Team website. In addition to a True Blue Connects event form, this form allows the university to have record of your trip. The Service Team can also help you book the travel (lodging, flights, etc).

As you fill out the Group Travel Support form, here are some helpful things to include:

• Faculty/Staff responsible for the trip is your club advisor
• Type of activity is: Student Club Activity
• The funding source should be Personal Funds, even if you are applying for ASNAU reimbursement
• The department authorizing the travel should be
  • Registered Student Clubs (non-sport) and Organizations: Student Engagement (Office of Leadership and Engagement)
  • Sport Clubs: Recreation Services (Campus Recreation) 
• Be sure to upload a roster of who all is attending the trip

There are two necessary documents that need to be submitted to your Travel Case:

• Group Travel Roster (Template)
• Trip Itinerary (Template)

The Campus Events Office staff help coordinate banners being printed with Pepsi. You can submit completed artwork for printing on the 2024 NAU Designed Banner Template. Please email the completed PDF to unions@nau.edu with the subject “(Club Name) Pepsi Banner Request” Here are some considerations to bear in mind:

• Must be in a PDF format with the Pepsi logo on the bottom. Please use this template.
• The banner itself is 3’(H) x 8’(W), and of that, there is 30”(H) x 90”(W) of available space for your design. The Pepsi design is along the bottom of these banners.
• Pepsi needs up to two (2) weeks to produce your request.
• After the Campus Events Office lets you know the banner is ready, you can pick it up at the main reception area at 4900 E. Railhead Ave at the Nackard Pepsi office.

Your club’s advisor can request an NAU club email address through ITS. Please be sure you keep your True Blue Connects profile up to date with this information so prospective members can reach out to you.

Cline Library offers equipment and other helpful tools for check out as well. Items include:

• Laptops
• Digital cameras/audio/video recorders and GoPros
• Pocket projectors
• Drawing tablets
• Button maker
• And more!