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Utilize Your Attendance Records

Posted by lori.t.murphy@Vanderbilt.Edu on Monday, October 28, 2013 in Student Organizations.

While your organization may be regularly tracking attendance at your events, it’s very likely that you are not taking full advantage of this feature. Check out 4 ways that attendance tracking can benefit your organization:

1. Secure AcFee Funds

The Student Activity Fee Allocation Process (AcFee) now requires that organizations to use Anchor Link register and track attendance at all events that are being funded with AcFee money. These records will be considered as part of the allocation process moving forward.

Remember—your programs will be judged based on quality not simply quantity. Demonstrating that you have a consistent engagement of a small group of attendees may be just as important as having a large number of attendees at your events depending on the mission and goals of your organization.

For more information on the Acfee process contact Acfee Chair Joey Starnes at joseph.r.starnes@vanderbilt.edu.

2. Track Member Participation

You can utilize attendance tracking in Anchor Link to capture your member’s attendance not only at large scale programs but at general body, committee, or executive board meetings. Utilizing attendance tracking in Anchor Link allows you to keep records of your member participation and hold members accountable for their responsibilities.

Many organizations require that their members/officers attend a certain number of meetings or events per semester. Attendance records allow you to have accurate information about the engagement of your members, and the leadership of your organization could use these records when making decisions about officer appointments, awards, or other opportunities.

3. Identify Potential New Members

Every time you track attendance in Anchor Link you are gaining very valuable information about people who are interested in your organization—but are you actually doing anything with it?

Next time you have an event or an information session, instead of simply making note of the total number of attendees who came, invite those members to join your organization. Rather than hoping that they will reach out to you, be proactive in getting them involved with your organization and directing these people to your Anchor Link page so they can learn more about you.

To Invite Event Attendees to Your Organization:

1. Download the Excel spreadsheet of your event attendees

  • Open up your event
  • Click “Track Attendance”
  • Click the “Export” button then follow the instructions to access the file on your Downloads page.

2. Copy and paste the list of attendee e-mails from your attendance report

3. Go to your organization’s site and click “Roster” on the left side navigation then click “Invite People” when it appears below “Roster”

4. Paste the list of e-mail addresses then click “ + Add E-mail Addresses”

4. Invite Attendees to Future Events

Who is most likely to want to come to your organization’s events? The people that have shown interest in your organization by attending your events in the past!

While posting events to the Anchor Link calendar can be a great way to reach people who may not be familiar with your organization, this also necessitates people seeking out information. Make it as easy as possible for people to know about your events by sending them a direct invitation each time you have a new program. Sending an invitation through Anchor Link will send a message to the user’s Vanderbilt e-mail address and Anchor Link inbox, and the invitation will be highlighted on the user’s home page under their profile picture.

To Invite Attendees to Another Event:

1. Download the Excel spreadsheet of your event attendees

  • Open up your event
  • Click “Track Attendance”
  • Click the “Export” button then follow the instructions to access the file on your Downloads page.

2. Copy and paste the list of attendee e-mails from your attendance report

3. Open the event you would like to invite people to

4. Click “Manage Invitations” on the right side

5. Click the “Invite by E-mail” tab and copy and paste the list of e-mail addresses into the box displayed below.

6. Click ” + Add E-mail Addresses” then send your invitations

 

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