Annual Reporting and Renewal
YEAR END REPORT AND RENEWAL
Student Organizations are required to complete a Year End Report (at the end of spring semester) on EngageXU for the Office of Student Involvement. This report captures information from groups related to their operations, progress on goals for the year, learning outcomes, and feedback for the Office of Student Involvement. Successful completion of this requirement serves a renewal of a Student Organization. If the leaders fail to satisfy this obligation, the organization will deactivate and lose its Club status at Xavier.
All of these requirements must be completed by the specified deadline each spring.
Requirement #1:Complete the PROGRAMS AND EVENTS SUMMARY EXCEL TEMPLATE.
Requirement #2:
Upload the Programs and Events Summary Excel sheet into your YEAR END REPORT and submit on EngageXU.
Requirement #3:
Update your officers and member roster on EngageXU. Be sure to remove outgoing leadership and reduce inactive members to contacts.
Requirement #4:Renew your ADVISOR AGREEMENT FORM and submit to Office of Student Involvement via EngageXU.
REQUIREMENT #1: PROGRAMS & EVENTS SUMMARY
Clubs, University-Affiliated Organizations, and Subordinate Bodies are required to submit this template with their Year End Report. Individual (NPHC only) Fraternities and Sororities, Club Sports, and Limited Affiliation Groups, and Student Working Groups do not need to submit this template.
Before starting the Year End Report you should download and complete the "Programs and Events Summary Template" Excel file. This document will provide the University with important information about the events, programs, and meetings that student organizations participated in this year.
You should download the file to your computer, complete the form with your information, and save it to your computer. The last part of the file name which reads, Add Your Organization Name Here, should be changed to your club name! Leave the first half of the file name as, Programs and Events Summary Template.
When completing the Year End Report (Requirement #2) you will be prompted to upload this document to your report.
**If your organization has not sponsored any events, programs, or meetings you will still need to upload the template with an explanation as to why you have not hosted any activities.**
**If you are planning an event that will happen after you submit this form, DO include it on the spreadsheet. Add/estimate as much information as possible. No need to wait until the event is over to submit your report!**
** DO include your club meetings on this form**
REQUIREMENT #2: YEAR END REPORT
Clubs, University-Affiliated Organizations, and Subordinate Bodies are required to submit a report. Individual (NPHC only) Fraternities and Sororities, Club Sports, and Limited Affiliation Groups, and Student Working Groups do not need to submit this report.
The Year End Report is an opportunity for Student Organizations to contribute what they have been working on and accomplishing throughout the year.
It is the responsibility of the president of the organization to submit the Year End Report, no other submission will be accepted.
Components of the Report: EngageXU Form + 1 Excel Template (see above requirement) + By-Laws Updated
The Year End Report will ask you for your basic contact and organization information. You should be prepared to answer some short answer questions about your organization's goals and accomplishments this year and be able to provide feedback on resources, training, and services provided by the Office of Student Involvement. Within the report you will be prompted to upload the Programs and Events Summary Template, which should be complete and saved with your organization name.
REQUIREMENT #3: UPDATED ROSTERS
All organizations should update their list of officers to reflect any leadership transitions. Be sure to un-check the "active officer" box for outgoing leaders. Leaders should also edit their list of members on their group's page to accurately reflect active membership, which may involve downgrading "members" to "contacts" on EngageXU. For assistance, please reach out to Ray Flannery, flanneryr2@xavier.edu Assistant Director for Student Organizations.
REQUIREMENT #4: ADVISOR AGREEMENT FORM
Clubs, University-Affiliated Organizations, and Subordinate Bodies are required to submit an agreement. Individual (NPHC only) Fraternities and Sororities, Club Sports, and Limited Affiliation Groups, and Student Working Groups do not need to submit an agreement.
All presidents and advisors are asked to complete a new Advisor Agreement Form. This form exists as an agreement between the advisor and the organization but also between the advisor and the Office of Student Involvement. An advisor to a student organization must be an employee of Xavier University with rank as a staff or faculty member. Organizations may choose to have co-advisors, however, an Advisor Agreement Form is required for each of the advisors.
**Even if your current advisor/president will continue their role, a new agreement form still must be signed!**