Organization Resources
Running a successful student organization requires more than completing annual registration. Student Involvement provides resources to help organizations manage their membership, governing documents, meetings, records and other day-to-day responsibilities.
This page brings together the most commonly used organization management resources. Requirements related to annual registration, officers and advisors, finances and events are available on their respective pages.
TechConnect
TechConnect is Texas Tech's online platform for student organizations and campus involvement. Registered organizations use TechConnect to maintain their organization information, manage membership and officers, communicate with members and complete university processes.
Organization leaders can use TechConnect to:
- Manage the organization's roster and officer positions.
- Update organization information.
- Create and manage organization events.
- Send messages to organization members.
- Upload organization documents.
- Conduct organization elections.
- Access previous registration submissions.
- Complete applicable registration and organization forms.
Organizations should keep their TechConnect information current throughout the year. Annual registration and compliance requirements are covered separately on the Annual Requirements page.
Constitution & Bylaws
A student organization's constitution establishes the fundamental principles that govern the organization. It should clearly explain the organization's purpose, structure, membership, leadership and decision-making processes.
Bylaws provide more detailed procedures for how the organization operates. They may be maintained separately or included with the constitution, but they should not conflict with the organization's constitution.
Constitution
An organization's constitution should address the areas required by Student Involvement and the Student Handbook, including:
- Organization name and purpose
- Membership requirements
- Officer positions and responsibilities
- Meetings and decision-making procedures
- Relationships with other organizations, when applicable
- Faculty or staff advisor selection and expectations
- Compliance with university policies and applicable law
- Procedures for amending the constitution
Bylaws
Bylaws can provide additional operating procedures for areas such as:
- Officer elections and transitions
- Membership procedures
- Committees
- Voting and quorum requirements
- Dues and financial procedures
- Meeting procedures
Organizations should review their constitution and bylaws regularly, particularly during annual registration and officer transitions. The current version should also be maintained in the Documents section of the organization's TechConnect page.
Meetings & Record Keeping
Consistent meeting procedures and accurate records help organizations communicate clearly and preserve important information from year to year.
Effective Meetings
Before a meeting, organization leaders should establish an agenda and identify decisions or discussion items that require member participation. Agendas can help meetings remain focused and give members an opportunity to prepare.
Organizations should determine meeting procedures through their constitution and bylaws. Organizations that use parliamentary procedure may identify a parliamentary authority, such as Robert's Rules of Order, in their governing documents.
Meeting Minutes
Minutes create an official record of organization business. Minutes should generally document:
- Date, time and location of the meeting
- Members or officers present
- Approval of previous minutes
- Reports presented to the organization
- Motions and voting results
- Major decisions and action items
- Assignments or responsibilities established during the meeting
Organizations should retain meeting minutes and make them available to future officers as part of the leadership transition process.
Membership & Recruitment
Recruitment is an ongoing part of maintaining an active student organization. Organizations should make it easy for interested students to understand their purpose, learn how to participate and contact current members.
Organizations can strengthen recruitment and retention by:
- Keeping the organization's TechConnect page current.
- Responding promptly to students who express interest.
- Clearly communicating membership expectations.
- Providing meaningful opportunities for new members to participate.
- Creating opportunities for members to build relationships.
- Recognizing member contributions.
- Developing future organization leaders.
Organizations should also maintain an accurate TechConnect roster so current members receive organization communications and Student Involvement has accurate organization information.
Communications & Promotion
Student organizations have several ways to communicate with members and promote activities to the Texas Tech community.
Student Involvement Weekly
Student Involvement Weekly shares announcements, events and opportunities with the campus community. Registered student organizations may submit eligible announcements for consideration.
TechAnnounce
TechAnnounce is another university resource for distributing announcements to the Texas Tech community. Organizations should review current submission requirements before submitting an announcement.
University Names & Logos
Registered student organization status does not give an organization unrestricted use of Texas Tech University names, logos or trademarks. Organizations should follow current university brand and licensing requirements when creating organization logos, apparel, merchandise or promotional materials.
Campus Resources
Registered student organizations may have access to university resources that support organization operations and activities. Availability and requirements vary by resource.
Resources may include:
- Campus meeting and event spaces
- Student organization mailboxes
- Storage lockers
- Posting and promotional opportunities
- Organization funding resources
- Event and travel resources
Organizations should use current university processes when requesting these resources. Student Involvement can help identify the appropriate office or process when organization leaders are unsure where to begin.
Leadership Manual & Organization Records
Organizations should maintain a central collection of important information that can be transferred from one executive board to the next. Student Involvement recommends maintaining a Student Organization Leadership Manual or similar organization record.
The manual should be reviewed and updated each semester so incoming leaders receive accurate information rather than relying on outdated procedures or documents.
Useful information to maintain includes:
- Current constitution and bylaws
- Officer roles and responsibilities
- Annual registration information
- Important university deadlines
- Meeting minutes and organization records
- Budgets and financial records
- Recurring events and planning timelines
- Organization contacts and partnerships
- Account and platform access information
- Notes and recommendations for future officers
Processes and university requirements can change from year to year. Incoming officers should verify current requirements rather than assuming procedures documented by a previous executive board are still accurate.
Need Help?
Student Involvement staff can help organization leaders find resources, navigate TechConnect and determine which university process applies to their organization.
Student Involvement
Student Union Building, Room 011
1 (806) 742-5433
studentorgs@ttu.edu
Student Life
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Address
104 Administration Building, Box 42019, Lubbock, Texas 79409-2019 -
Phone
806-742-2977 -
Email
studentlife@ttu.edu