Organization Resources

You should always feel free to come to Student Activities & Involvement in Madison Union, Room 320 with any questions or concerns.

 

You can also e-mail us anytime at beinvolved@jmu.edu or call us at 540.568.8157.


 

CLUB CHANGES

Constitution Change

The documents below can be used when revising/creating a constitution. Revised constitutions must be submitted to Student Activities & Involvement; please allow 10 days for final ratification. Remember to upload your new constitution to the Documents section of your organization’s BeInvolved page!

Advisor Change

If your advisor steps down, you have two options. You could find another faculty or staff member interested in taking on their responsibilities and have them fill out the advisor confirmation form within 10 days.  Or, if you have difficulty finding a new advisor, you can email Jessica Weed (weedje@jmu.edu) and we will try to help you find a new one. The Student Activities & Involvement office has a list of faculty and staff members who are willing to be advisors for organizations.

Name Change

If your organization wants to change their name, just fill out the Name Change Form below and bring it to the Student Activities & Involvement office.

Officer Transition

Most organizations change officers annually. It is important to pass along information from one club officer to the next. Below is a handout to start the conversation between incoming & outgoing club officers.

Policy Compliance Form

A new Policy Compliance Form must be signed & turned into Student Activities & Involvement whenever new club officers are selected. This paper must be turned in at least once a year. Failing to turn in this form can result in your club going inactive.


EVENTS & ADVERTISING

Room Reservation

To book a room on campus, you must go through the Event Management Office.  They are located in Madison Union 245.  They can be reached by phone at (540) 568-6330. A few members of your organization can become Nuts & Bolts certified through the Event Management/Scheduling office; this certification allows those members to reserve rooms on campus. Club officers should be familiar will all the Event Management policies.

Advertising

There is a free resource for Student Organizations to help you promote your club’s events called the Club House. There are numerous supplies such as poster board, banner paper, paint, a copier, computers, glitter, button machine, etc. The Club House is located on the second floor of Madison Union (upstairs from TDU) and is available to any organization that is recognized as active by the Student Activities & Involvement office. Other forms of advertising include bulk emails, mailbox stuffing, Grafton-Stovall movie slides, posted flyers, Warren Kiosk advertising, The Breeze, Potty Mouth, chalking, info tables, sandwich boards, and table tents. Information about how to publicize in these ways can be found on the Event Management website.

Merchandise

Whenever you sell/give away merchandise on campus (ex. t-shirts, stickers, CD's), your clubs is required to gain approval from Student Activities & Involvement. This approval must be gained before making ANY and ALL merchandise, regardless of the purpose or if it will be sold. To receive approval, simply fill out the Merchandise Approval Form and turn it into Student Activities & Involvement for the appropriate signatures. Please allow up to 10 days for approval. If you plan to use the JMU name / logo / mascot / landmarks / etc. on your merchandise, please note that these items are trademarked. In order to use a trademarked item, you'll need additional approval and you must utilize a licensed vendor. A licensed vendor is a company that has gained approval from JMU to print these trademarks. The list of approved vendors changes monthly; for the most updated list please click for a Local List or an Internal Link

Off Campus Events

If you are traveling off-campus with your club, there are some greater risks involved. Here are some forms that you can use as templates for such occasions:

These forms are not required by our office, but instead are here as resources to protect your organization in case of emergency 

Contract Policy

Please do not sign any major contracts, as you can be found individually responsible for paying the amount due. The Student Activities & Involvement office can review and sign major contracts for your club.

Contract must be brought to Student Activities & Involvement prior to it being signed by performer.

Staff in the Student Activities Office will prepare contract by striking necessary clauses and/or attaching the JMU Addendum and a W-9.

Student group will get notified that they can pick up the contract and must mail it to the performer and get and ORIGINAL SIGNATURE IN BLUE INK.

After performer or agent has signed contract, students must bring back contract to Student Activities & Involvement for final signatures and then the contracts will be signed within 3-5 business days and groups notified to pick it up.

Group must mail a fully executed contract to performers/agent, once all signatures have been obtained.

This whole process can take up to two weeks.

Please read and follow JMU Policy 4101: Contractual Agreements: Student Clubs and Organizations.

Holiday Display Application

The university receives requests to allow recognized JMU Student Organizations to display symbols of religious and other holidays on campus. The Holiday Display Policy & Application is intended to provide space for such displays by recognized Student Organizations in designated spaces in areas outside adjacent to the Madison Union and Festival Conference and Student Center.

Shine Bright Like a Duke Dog

Students were shielded from the rain by a glowing Festival lower drum last Friday, September 1st, at Student Activities and Involvement's Dukes After Dark! Colorful and white flashing lights shone from all around the glow-stick filled room. However, the atmosphere was not anything like a claustrophobic rave. The music was loud but not too loud, and the only one who could probably feel the bass pounding in his chest was the DJ himself. [caption id="attachment_9804" align="alignleft" width="169"]Students using the Snapchat filter Sarah Hall: IDLS, Delaney DelGallo: Psychology, Erin Dennis: Kinesiology, and Alyson Sisson: Nursing[/caption] Altogether, the environment felt more like a relaxing hangout spot, unless you were dancing by the stage or in a heated game of air-hockey. Not much seemed to be different about the usual Festival; the games, DJ setup, food, lights, and (free!) tank-tops were simply added to the dark area. “It’s always nice to put on something for students to introduce them to JMU,” Jordan Todd, the Organizational Development Graduate Assistant of Student Activities & Involvement said. “And on a Friday night it gives them the chance to relax, mingle, and get some free food.” As many may know, Dukes After Dark was originally meant to be held on the UREC turf field, but Festival might have been a better idea in the first place. There were places to sit around, hang out, and eat everywhere in the lower drum, as opposed to the open field; most of the attending students took advantage of the useful indoor space. No one was sitting the whole time, though. When more popular songs played, the stage would fill with freshmen dancing their hearts out. Attendees also explored around with five or more glow-sticks around their necks and glowing halos on their heads, taking advantage of every activity they could. What could be better than foosball, air-hockey, dancing, and corn-hole? I’ll tell you: colorful light-up versions of those. Although there were mixed feelings about the chosen DJ, there was not an unhappy person in the room. (Even the people working the event had fun!) In the words of a passing glow-stick covered girl, “This is actually really cool.” So many others seemed to agree with the mysterious glowing girl. Many of the attendees weren't sure about coming but were glad they did. Wrapping up the thoughts of many, Alyson Sisson, a freshman nursing major who spent her time dancing and playing foosball with her suitemates, said, “I didn’t know what to expect.” A giant light-bright that everyone could change around definitely wasn’t something they’d expect. They could’ve expected the classic JMU letters photo-opp, but who doesn’t love that? Silly poses with friends and hanging your free tank-top around your shoulders to look tough never gets old. Even though Student Org Night wasn’t held before this event as planned, excitement about learning about JMU’s clubs was still present. Attending students who are already involved on campus were interested in joining more clubs too. Sisson is already part of Young Life and her suitemates Delaney DelGallo, psychology major, is in Dance, Sarah Hall, IDLS major, is in Soccer, and Erin Dennis, kinesiology major, is a part of Intervarsity. As these and many other students look forward to being involved in more clubs, DelGallo cheerfully said, “I’m waiting for Student Org Night.”


BEINVOLVED WEBSITE TRAINING

Managing Your Organization Page

View a video tutorial to learn how to update your header image, profile picture, font colors & styles, club description, interest areas, and external websites.

Joining an Organization

View a video tutorial to learn how to join an organization on BeInvolved.

Creating an Election

View a video tutorial to learn how to create organization and campus-wide elections.

Creating an Event

View a video tutorial to learn how to create an event and display an event flyer on the homepage corkboard.


FINANCES

Tax ID (EIN)

Your club's tax ID, or EIN, is your federal tax ID number. Student organizations are not permitted to use the university’s tax ID or tax exempt number. Student organizations are not permitted to share tax ID information. Student Activities & Involvement does not keep a record of your club's tax ID number. Make sure to pass this information along when new people are elected into office or a new advisor joins the group. Organizations wishing to open bank accounts must apply for an Employee Identification Number (EIN) by contacting the IRS. There are two ways your organization can get your existing Tax ID (EIN) number:

  • Call the IRS at 1-800-829-4933 to immediately receive your EIN over the phone.
  • If you have an account with Commonwealth One Federal Credit Union, they have it on file. You can go by and ask them for that number. 
  • Click here for information on how to request an new Tax ID (EIN) number.

Fundraising

  • FundraisingThere are many Fundraising on campus.
  • Contingency FundsAs a recognized student organization on campus, you are eligible for Contingency Funds through the Student Government Association. Contingency is money from student fees which is given to groups to hold events, go to conferences, etc. If you need help starting a new event or fundraising just is not covering all of your costs, you can apply for contingency. Any recognized JMU student organization which is chartered with a Constitution and in good standing with the Student Activities & Involvement office for at least four months is eligible. Organizations must also show they have exhausted all forms of fundraising.

Money Questions

If you have questions that your treasurer cannot answer, first ask your Faculty/Staff Advisor. If there are more questions about money, please contact Paula Lam, Assistant Director for Finance in University Unions, at lampe@jmu.edu   How to Open a Bank Account: While you are not required to open a bank account on campus, here are the steps to opening an account at Commonwealth One located in Madison Union. Create/Update Org Account Form  


ANNUAL REGISTRATION

Steps To Complete Registration

Clubs are required to register annually with the Student Activities & Involvement office if they wish to maintain their active status. Whoever wants to be listed as the Primary Contact for the organization should complete the registration. Below is the step-by-step guide to completing re-registration:

  1. Turn in signed Policy Compliance Form to Student Activities & Involvement (must be done before completing online registration). Your clubs current officers must be listed for the Policy Compliance Form to be considered up-to-date.
  2. Go to beinvolved.jmu.edu
  3. Log in
  4. Click Organizations
  5. Find your organization
  6. Click the Register This Organization button
  7. Complete registration & submit
You will receive a confirmation email once the registration has been approved by the Student Activities & Involvement office.


OTHER RESOURCES