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Campus Life and Program Management
Campus Activities Board
We are looking for more information about developing a campus activities student programming board. If you would be willing to share the following.....
1. The highs and lows of having a programming board
2. How your board is structured?
3. How the board is are funded?
4. Who is paid, who is a volunteer?
5. What strategies do you use to help with retention of board memebrs (ie. stipends or other benefits)?
6. How do you recruit board members? (especially the non-executive or non-paid members).
Cody Rogers, UAF
Here are a few thoughts on having a programming board:
1. Students receive excellent leadership skills, event-planning skills, and life lessons when working on a programming board. They are able to contribute to other students' collegiate experience. The programming board and advisors also serve as a support system and family to board members.
2. We have nine committees, plus the Exec Board (one president, three vice presidents). Each committee programs certain types of events. See attached constitution.
3. We receive money from student privilege fees (which are reviewed every three years), some administrative funds (university/union funds), and self-generated funds such as movie or concert ticket sales.
4. No one is paid. The president receives a $250 book stipend per semester. The rest of the board receives no stipened, though they receive a t-shirt, datebook, and various perks such as getting into the films and occasional events for free.
5. We have a VP for Membership who focuses on retention of exec board members, as well as committee members. We have a program called yoUr Participation Counts for committee members where they volunteer and receive "points" for attending or assisting with various programs in order to receive small perks such as movie tickets, t-shirt, candy bar, etc...
6. We recruit by sending e-mails/flyers/e-blasts/tweets/Facebook messages, etc... to Greeks, residence halls, leadership studies, minority student organizations, all organization presidents/advisors, international students, non-trad students/veterans, graduate students, past cosponsors of events, and GLBT department/student organization.
If you need more assistance, I would be happy to share any documents with you such as application for positions, etc...
K-State Student Union
Kansas State University
Being in leadership on a programming board is a truly unique experience to get students to contribute to the college experience for the whole student body. The support system mentioned by Beth is something I've noticed as well. One challenge is keeping these super involved students paying attention to classes and grades.
2. How your board is structured?
We have a core team consisting of Pres, VP, and Business Manager. We have five committee chairs (Leisure, Special Events, Concerts, Publicity, Comedy).
The board is funded by the Activities Fee that also funds the rec center and student center.
The core and committee chairs are paid. Core makes $200/month. Committee chairs make $150. We have a group of volunteers that are what we call "general body"
5. What strategies do you use to help with retention of board members (ie. stipends or other benefits)?
Stipends. Giveaways for volunteers that we call cabbie levels. Basically, the more you volunteer, the closer you get to "full cabbie". I can send you some details on this if you're interested.
The ones who get full cabbie are usually the ones in line for board positions
Cody I hope this is helpful- Larry/Jessica
Lows: Funding. Since our funding is determined by our
Student Senate, they have the ultimate control of what our budget will look like
each year. Because of the increasing number of student organizations looking for
funding from Senate, the amount of funding we receive has continued to decrease.
This forces the board to try and find new ways to make events happen and can be
difficult due to the rising prices of goods and services.
Interest. Since our board strives to create events for
all types of students we sometimes get negative feedback from other
organizations on campus who do not like an event we sponsored. For example, our
concerts usually draw a great deal of attention. The comments and feedback we
receive can be harsh and for the students that put the work in to make the event
happen that can be very discouraging. Even when they are doing surveys and
asking other students for their feedback, it does not mean that they can please
Highs: Co-Sponsoring. Though we have the largest student
organization budget, it does not mean that we can do every event that we think
would be successful, or that we think of every "cool" event possible. Because of
this, we work to co-sponsor events with smaller organizations who might not have
the budget, supplies or manpower to pull off an event they are interested in. We
can work with them to help create the event. A great deal of organizations want
to work with us for funding reasons, which you have to be careful about, but
some organizations just want your ability to reach students, your help with
brainstorming or with getting them connected to reliable companies to contract
with for events. Being able to help other organizations gives our board a
chance to mentor others, connect with new students, share ideas, get feedback
and improve the quality of programming on campus by the use of
Ownership. Having a programming board means having a
centralized location for event programming. The students can share
brainstorming ideas, pass down tips from year to year and build the character of
the campus' programming. Most programming boards are passionate about having fun
and love what they do. (The energy and enthusiasm at conferences is
AMAZING!) Being a part of the board is like having another little family on
campus and gives them excellent real world experience with multi tasking,
working with professionals, contracts, evaluations, marketing, planning,
communication and more.
Though the structure of the board changes every couple of
years due to funding changes and overall changes in campus interests, our
programming board is set-up to have 12 executive members. President, Vice
President, Traditional Events, Films, Special Events, Public Relations, Late
Night, Graphic Design, Cultural Arts, Concerts, Out and About, Comedy. The
Assistant Director of Student Activities is their advisor. Our Vice President
is in charge of developing a committee to help with events. These are usually
freshman who are interested in being a part of the board but want to test the
Our board is currently funded through money from the
student activities fee charged to all students. Our Student Senate decides how
the funds will be disbursed to all student organizations.
All 12 of the executive members receive a stipend
quarterly. Our committee is volunteer only.
5. What strategies do you use to help with retention of board memebrs (ie.
stipends or other benefits)?
Though the executives receive stipends, it can still be
challenging to keep them on board. We try to provide them with a "family"
environment where all executives and committee members are there to help and
give them "perks" like meet and greets with the bands, free t-shirts and free
food at events. They also get first chance at tickets for off campus events
(usually to Chicago) that the board sponsors. Other small things we do include,
celebrating each others' birthdays, having a monthly "outing" where committee
and execs can hangout and get to know each other without working an event, and
preview parties. Preview parties happen a few days before our board shows a film
on campus. Since we need to make sure that the video has no issues before we
share it with the public, we all get together for dinner and movie.
6. How do you recruit board members? (especially the non-executive or
Word of mouth through our current executives is a big
part of our recruitment process. We try to harvest leadership from our committee
as well as post things in facebook, display cases and in the dorms talking about
who we are, what we do and why they should join. We then put out applications,
hold interviews and hire executives.