Organization Resources / Virtual Organization Management /
Virtual Organization Management
Student Organizations leaders are encouraged to continue planning and meeting with organization members virtually. This site provides student leaders with resources and tips on how to best manage your organization virtually.
Auburn University Event Guidelines through October 10
Auburn University has currently released event guidelines for events through October 10, 2020.
Through October 10, the university will allow events of 50 or fewer people, as well as some larger events, provided the events ensure appropriate physical distancing.
- Events with 50 or fewer people should submit the request through regular channels (Campus Events Planning System, AUinvolve, etc.) and include a description of how event planners will ensure appropriate physical distancing in a space that accommodates the group.
- If a group would like to host an event with more than 50 people, please download and complete the ‘University Events Approval Form.’Answer all questions, have your organization advisor sign and submit to your respective office (Student Involvement, Greek Life, Campus Recreation) for the vice president of your group’s unit for review. If the vice president confirms these guidelines are met and approves the event, the request is forwarded to the executive vice president for review. Once approved, the request must be submitted through regular channels (Campus Events Planning System, AUinvolve, etc.).
- Event coordinators are expected to maintain a list that includes name, telephone number and email address for every attendee, which will be used if there is a need for contact tracing. Student Organizations must use AUinvolve to track attendance for campus attendees.
- All event attendees are required to wear masks or face coverings, and all event attendees must have their temperature taken and answer questions regarding symptoms, all of which will occur daily for multi-day events.
- No campus housing will be provided during multi-day events. Meals may be provided but only under specific requirements: ALL FOOD MUST BE pre-made, sealed and unopened. Meals may be professionally catered, however, they must be pre-made, boxed and sealed upon delivery. NO buffets are allowed during this time. Work through regular channels (Campus Events Planning System, AUinvolve, etc.) for guidance.
- Event coordinators are responsible for ensuring adherence to all guidelines.
- Events larger than 250 people are not permitted.
These guidelines are consistent with recommendations from public health officials, including the Centers for Disease Control and the Alabama Department of Public Health.
For updates and more information regarding COVID-19 visit AU’s official coronavirus webpage.
Student Organization Event Guidelines through October 10
In addition to the guidelines provided by the university, additional considerations for student organization should be made:
- AUinvolve must be used as the primary means of attendance tracking. More information on how to collect attendance can be found here.
- Social events may have no more than 50 attendees, no exceptions.
- Any domestic travel should follow the university’s interim guidance on domestic vehicular travel. No domestic or international air travel is permitted.
- When able, student organizations should attempt to host meetings and activities virtually, through Zoom.
Virtual Event/Activity Management
During this time period, virtual events and meetings may continue to occur. Student Organizations should submit any virtual meeting in AUinvolve and indicate that the event location is virtual. Organizations are encouraged to continue to utilize AUinvolve to track attendance and manage their organizations memberships. Below are links to learn how to track attendance without the Mobile Event Pass and how to create and join virtual meetings/events on Zoom.
- Manual Attendance Tracking
- Hosting Meetings on Zoom
- Joining Meetings on Zoom
- Make your Zoom Meeting fun (Thanks to our friends at Elevate Experiences for the tips!)
- Pulling ZOOM Attendance/Adding Attendance to AUinvolve Event
Virtual Communication with Organization
Communication with your members and advisor is critical during this time of remote delivery. Organizations are encouraged to use AUinvolve to message their members. Organizations should also use this time to ensure that their contact information is accurate on AUinvolve so students who wish to learn more about their organization are able to contact the appropriate individuals.
Virtually Host your Organization Elections
Leadership Transitions should not stop just because your organization may not meet in-person. AUinvolve provides organizations the opportunity to host elections virtually. Creating an election is easy! See the video below on how to manage your organization’s elections.
Organization Management Tips
Now is a great time for student organization leaders to plan for their organizations future. Below are a list of suggested actions organization leaders can take to set their organization up for success upon our return to campus.
- Create officer transition reports for new officers
- Review your organization’s constitution & bylaws to ensure it reflects current practices
- Continue your organization selection processes by hosting interviews via Zoom. Here are some tips on out to organize your interview
- Prepare for organization re-registration by cleaning up your AUinvolve roster
- Create or revisit your organization’s annual goals
- Create or revisit your organization’s annual timeline
- Survey your members on organization satisfaction (what could make their organization experience better?)
- Check in with your organization advisor to ensure that expectations and communication is clear
- Upload new photos to your AUinvolve photo albums
- Check out our marketing resources and think through plans for promoting your organization’s upcoming events and initiatives
- Check out our social media resources and plan out your organization’s social media content
- Create forms on AUinvolve to capture information you would have normally collected during meetings
- Check your close dates for upcoming forms. You may need to extend to accommodate a new timeline. You may also need to close forms that are no longer relevant
Student Organization Advising Team
The Student Organization Advising Team is available to answer questions you may have. Please reach out via email to schedule phone calls or Zoom meetings.
Last modified: August 5, 2020