By Jennifer J. Malachi

The Clubs Workshop took place on October 31, bringing together club leaders for an interactive engagement with key university divisions/departments. The session aimed to strengthen club governance, enhance coordination, and promote effective planning and communication within student organizations.

Speaking during the event, Chris Ayuoyi, the Clubs Coordinator, reminded all clubs to maintain at least 15 active members, plan activities a semester in advance, establish subcommittees to distribute responsibilities, and ensure regular reporting on member participation.

During the departmental presentations, the attendees received an overview of the procurement process and policies. Key points discussed included the Procure-to-Pay cycle, stakeholder roles, and procurement planning. Club leaders raised questions regarding debt liabilities from previous leadership, the need for a centralized list of pre-approved vendors, simplified procedures for small purchases, and clarity on standard processing timelines.

Issues related to campus safety and personal security awareness were also discussed, highlighting general crime trends and security management measures. Club leaders requested the establishment of a dedicated Lost & Found Desk, installation of more CCTV cameras in hotspot areas, clear guidelines for event security clearance, and solutions for noise disturbances near student residences.

Additionally, participants discussed club branding, publicity, and the newly introduced Social Media Policy, emphasizing the importance of correct logo use, written consent for partner branding, and proper content approval. Discussions also focused on the approval process for club logos, the use of AI-generated images, and concerns about the centralization of all club accounts under two university pages. Participants suggested creating a repository of successful event posters and increasing efforts to promote student leadership initiatives. There were also calls for a clearer definition of the Marketing and Communications Division’s authority and flexibility in allowing smaller club social media accounts that comply with university policies.

An open Q&A session allowed further engagement between club leaders and facilitators. Participants requested recognition for outgoing club leaders through certificates, for which the university committed to issuing official recommendation letters and developing a co-curricular transcript system.