A Paperless Revolution
Using Technology for Student Organization Management
BY JENNIFER BOYLE, REBECCA TAYLOR, BUSTER NEECE, + SHAWN SMITH
In December 2007, the Texas A&M University Department of Student Activities launched an online student organization management system that allows the university’s 800-plus recognized student organizations to streamline their administra- tive processes and resources. This cutting-edge system, known as StuAct Online, was designed in house by student activi-
ties information technology staff members using open-source software. Other functional areas within the department collaborated
on the project, including student organization recognition, risk management and organizational development services, and the
student organization finance center.
The guiding priorities for the development of StuAct
Online included user-friendly and accessible student organization recognition requirements, enhanced training and development, and easier paperless access to finances and forms. With
more than 10,000 registered users, StuAct Online has had a
profound impact on the department and its constituents. In
the last year, the department has witnessed increased student
learning; greater accessibility to departmental resources;
consistency of services across the department; and enhanced
efficiency of processes for student leaders and staff members.
Student Learning
The features of StuAct Online were designed to help students
meet the expectations of Texas A&M’s “guiding boundaries”
while promoting shared responsibility for seeking and retaining knowledge. This structure enables greater student learning
throughout organizational processes. For example, to be recognized at Texas A&M, student organizations must annually
complete seven items including roster changes, training, and
constitution updates. StuAct Online provides every organization with a “Recognition Checklist,” outlining the steps necessary to meet each requirement and providing a visual overview
of the organization’s progress in completing these steps.
Increased Accessibility
Previously, required processes were completed in person during business hours; now students and advisors can manage
the administrative functions of their student organizations
from any Internet-friendly location at any time. The increased
accessibility of student activities resources is an invaluable
advantage of the system. For instance, a number of paperless
forms are available on StuAct Online, including applications
for new student organizations, event planning forms, travel
registrations, and financial statements. The forms engine
allows organizations or individuals to complete multiple pieces
of information, save unfinished forms, and upload documents
as supporting material for these items. The paperless forms
also allow for multiple levels of review and approval by staff
members in an efficient manner.
Greater Consistency in Services
StuAct Online ensures that every organization receives essential information in a uniform format through user-friendly,
descriptive, automated communication. An automated e-mail
notification system informs users of upcoming deadlines,
important messages, or tasks that require their attention. This
