Tracking Guide for Group Leaders

Table of Contents

Table of Contents        

Instructions        

Section 1: Required for all Tracks        3

Section 2: Additional Requirements for Tracks 2, 3, and 4        5

Section 3: Additional Requirements for Tracks 3 and 4 Only        6

Section 4: Additional Requirements- Track 4 Only        7

Instruction Guide

• Understand the purpose of the Funding Track:

Student leaders and staff created the track over a few years and conducted benchmarking with other universities. The Funding Track was designed to ensure organizations are on track to receive funding from a Primary Funding Board (SAFC, GPSAFC, ICC, or CSC). Many of the requirements are already requested as a part of being a registered/recognized student organization.

However, you will see there are some additional requirements. After the pandemic, there was a high turnover of student officers within organizations and a clear need for an officer transition binder/manual/document. Many organizations already have transition guides to ensure a smooth organizational and institutional knowledge flow.

Additionally, you will see the requirements of the Leadership Workshops Series. Student leaders need resources and support as they develop and grow their organizations. The series allows student leaders to choose their organization's most beneficial development and resources. The more money your organization has access to, the more developed your organization must be, hence the higher requirements.

Finally, on a campus with many clubs, we want our organizations to collaborate and work together to build a sense of belonging.

• Select the track that your organization is completing. Details on the funding track can be found here. If you are unsure of your spending track, as an officer of a student organization, you can also determine your track by going to your group’s Account Book in CampusGroups and looking at the allocation you received from your Funding Board this year. Compare that amount to the amounts listed on the funding track.

• After reviewing the instruction guide, one officer from your group must complete the Funding Track Progress Form, which certifies that the organization has completed all the track requirements. While only one officer will submit the form, the completion of the form will be a group effort. If you need to consult with other members of your group, you can always save a draft of your form and then find it later by going to My Activity, and then My Surveys and Forms in the menu on the left-hand side of CampusGroups.

• The Primary Funding Boards will assign a Funding Track and subsequent tier based on the completion of the Funding Track, as well as their own additional requirements, which are set by each Primary Funding Board individually. Your organization might not know if they received an increase until the summer, but definitely before the new academic year (AY).

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Based on what track you are applying for, use the following sections of the document:

• Track 1- Section 1 Only
• Track 2- Sections 1 and 2
• Track 3- Sections 1, 2, and 3
• Track 4- All sections

Section 1: Required for all Tracks

Please note requirements are listed not in the same order as the Funding Track document, but by location of tracking so you can look at multiple items at once. We recommend following along with the Funding Tracks as you review your completion. You also MUST fill out the CampusGroups Form so we know you are ready for us to review your completion.

1. User Profiles: Click on your profile icon at the top right hand side of the screen in CampusGroups

1. Click Profile and Activity
2. Toggle over to Involvement under your cover photo

3. Review the badges assigned to your profile

1. Requirement: Treasurer must complete Treasurer Training 101

4. You have completed this requirement if your Treasurer has the Treasurer Training 101 Badge in the profile
5. If your treasurer has not completed this requirement, please have them complete and pass this quiz

2. Requirement: The organization must send a representative(s) to (x number of) Leadership Workshop Series (LWS)

1. You have completed this requirement if the total number of LWS Badges earned between your Officers matches the requirements for your track. Please note that in Tracks 2 through 4, at least one Officer will also need the D&I Badge for attending a session in that category.
2. If your Officers have not completed this requirement, please have them attend the LWS events, which can be found here

2. Officer Page: Open your group’s dashboard and go to the Officers page either the left menu or the icon on the Dashboard itself

1. Requirement: Update ALL Officers/Advisors on CampusGroups

1. If you have a President, Vice-President, Treasurer, and Advisor who are up to date, you have completed this requirement
2. Please contact campusgroups@cornell.edu if you need to make any officer changes.

3. Group Settings: From your group’s dashboard, select “Settings” from either the left menu or the icon on the Dashboard itself

1. Requirement: Up-to-date Constitution and Bylaws

1. Scroll down to the “Group Information” section of the “Basics” page
2. Find “Constitution” and open the file
3. If there is a file there that is dated as having been changed in the past 2 years and University policy 6.4 is in your constitution, you have completed this requirement
4. If this requirement has not been completed, please update your constitution and re-upload it by selecting “upload” in the section described above. Feel free to use this template

2. Requirement: Current contact info on CampusGroups

1. Select “Contact Information” in the top navigation bar for Settings
2. If you have an active email address, you have completed this requirement
3. If you have not completed this requirement, please edit the group email in the contact information section described above

4. Members: From the group dashboard, select “Members” from either the left menu or the icon on the Dashboard itself

1. Requirement: Update member roster on CampusGroups

1. If your membership is current, you have completed these requirements

1. We will check that at least one member was added in the past year

2. If you have not completed this requirement, please update your member list. Here are some helpful instructions for doing so.

5. Tracked Separately:

1. Each primary funding board has its own additional items they will track separately from this process. Please contact your funding boards to learn more about those items and how they will be tracked. Funding board contact information can be found here.

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Section 2: Additional Requirements for Tracks 2, 3, and 4

1. Officer Page: Open your group’s dashboard and go to the Officers page either the left menu or the icon on the Dashboard itself

1. Requirement: Officers have complete profiles with contact information and photos in CampusGroups

1. If all officers have a profile picture, you have completed this requirement
2. If this requirement has not been completed, please do the following:

1. The officer who does not have a profile picture must go to their CampusGroups account in the top right corner of the CampusGroups homepage

2. Click on your name and then click on the little camera to upload a photo

Section 3: Additional Requirements for Tracks 3 and 4 Only

1. Files: Open your Group’s Dashboard and go to Files from either the left menu or the icon on the Dashboard itself

1. Requirement: Officer Transition Binder  

1. Search files for an officer transition binder that was uploaded this year
2. If you do not have the officer transition binder uploaded, please select the upload button in the top right corner and upload a document that generally follows this guide. You can use the guide as a template or create your own format as long as you have the required content included.

2. Tracked only in the CG Form: Follow this link to access the form. Remember it must only be filled out ONE time per group, so choose what ONE officer is responsible for completing the form.

1. Requirement: Track attendance of public events in CampusGroups

1. You will be asked if you hosted public events on CampusGroups and if it was helpful. We are looking for feedback on how groups track attendance. You will not be penalized for not tracking attendance in CampusGroups
2. If you answer the questions thoroughly and it is determined to be legitimate, you have completed this requirement

2. Requirement: Collaborate with another organization per academic year

1. You will be asked about the group you collaborated with and to describe the collaboration
2. If you answer the questions thoroughly and it is determined to be legitimate, you have completed this requirement

Section 4: Additional Requirements for Track 4 Only

1. Tracked only in the CG Form: Follow this link to access the form. Remember it must only be filled out ONE time per group, so choose what ONE officer is responsible for completing the form.

1. Requirement: One program must be service-based

1. You will be asked what the service-based program was and to describe it
2. If you answer the questions thoroughly and it is determined to be legitimate, you have completed this requirement.

2. Requirement: Turn in end-of-year evaluation 

1. You will be asked about the progress your group has made, challenges you have, what CampusGroups tools are helpful, etc.
2. If you answer the questions thoroughly and it is determined to be legitimate, you have completed this requirement