Virtual Resources

Meetings

While you are not able to connect with your peers physically, there are still ways you can engage in virtual meetings that allow your organization to address your day-to-day functions. Below we have recommended a few platforms provided by the university, so your organization can communicate with members while away from campus.

Activities & Engagement

Now more than ever, it is crucial that we take time for enjoyment, taking care of ourselves, and engaging with our community in whatever ways we can. Below are a few ideas and resources to help with that. Take a look, and feel free to share other ideas with us at engagement@nullwfu.edu, we’ll keep updating as we get new ideas!

  • Zoom

    Wake Forest University provides each student with a Basic Zoom account. Basic users can host meetings with up to 100 participants. If 3 or more participants join, the meeting will time out after 40 minutes. Unfortunately, students do not have the ability to utilize account add-ons such as large meeting, webinar, or conference room connector. To access please click this link and follow the instructions provided.

    • Once you download the chrome extension or application, click “Schedule Meeting” to input the time and date of your meeting.
    • It is important to determine your preferences regarding who will have video access, and the type of audio you will use.
    • It is possible to record meetings on Zoom. This function can be enabled at the bottom of the page.
    • After completing your meeting preface, you can copy the meeting invitation and send it out to enable people to join the meeting.
    • More information about setting up a Zoom Meeting can be found here.
  • Google Meet

    Similar to Zoom, every Wake Forest student has access to Google Meet through their Wake Forest Google account. Meetings are capped at 250 users. Below are steps to access Google Meet from your email.

      • Open the apps menu at the top right corner, beside your account information. Select Google Meet.
      • From the homepage, you can choose “Join or start a meeting.” To create a meeting, or join one someone else has created with the meeting ID or nickname.
      • You will also see upcoming meetings directly from your calendar on the homepage of Google Meet.

    From your calendar, we have provided steps on how to set up a Google Meeting.
    You can also turn an existing Google Calendar meeting into a Google Meeting.

      • Once a calendar event has been created, navigate to the edit event page.
      • Under event details, you can find the option to “Add Conferencing.”
      • From the drop-down menu, select Hangouts Meeting. All attendees of that Google Event will then have access to the Google Meeting.
        Here is another helpful video on how to use Google Meet.
  • WebEx

    We recommend this platform only if the other two options do not meet your user needs for a particular meeting. WebEx meetings are capped at 500 users. You can find more information about setting up a WebEx meeting on the IS Website, here .

  • Freeconferencecall.com

    For students who may not have access to the internet, we recommend trying freeconferencecall.com, which allows individuals to set up free conference calls to engage with members. All of the above video conference platforms also include a call-in option for users.

  • Messaging Options

    If you are hosting meetings for just your executive board, or all members are not able to attend, you can send minutes or recordings of your meetings to all relevant parties with one of these tools:

    • Google Group
    • Mass Email Chain
    • The Link Roster Messaging
    • GroupMe

Voting & Elections

Just because you can’t physically gather your organization members to elect new officers and vote on bylaw revisions doesn’t mean you don’t have options! Take a look below at the ways your organization can keep the democratic process alive from all over the country (or world!), and finish out the year strong.

Leadership Transitions

Transition periods can be a difficult time for student leaders even in normal circumstances. As we navigate these odd times, and you begin your shift in leadership, take a look at these transition tools and tips. Proper transitions help to ensure that your organization is prepared for another successful year.

  • The Link Elections

    There’s a handy elections feature built right in to your organization’s Link page. This is the tool the Office of Student Engagement recommends for any voting you’re doing this semester. Not only is it already available to everyone on your roster, but the system keeps the results entirely anonymous. Here are a few steps you need to take to run an election on the Link:

    • Update your roster. This means heading to your Link page and inviting every active member to join through the “Invite People” feature. Learn how to do that with this helpful guide. Don’t forget that your members have to accept the invitation to join the group – it’ll go right to their wfu.edu email address.
    • Build the election. If you’ve made a form on the Link before, this is a lot like that. If you haven’t, it’s so easy to catch on, and we have a step-by-step guide to teach you how.
    • Publish the election and watch the votes come in! Once your election is ready, you’ll have the option to publish it to your members by sending them a link. Then you wait. We recommend giving your members a firm deadline for voting.
    • View the results. The Link will give you the option of viewing the results by the number of users who voted, or by the number of total votes cast – there are explanations in the system to help you pick. Choose the option that works best for you and celebrate your winners – a shout-out on your social media page is a great way to do that!

    If you run into any problems, or have questions about Link elections, let us know by emailing TheLink@wfu.edu.

  • Google Forms

    If the Link isn’t the right option for you, a Google Form can be just as effective at collecting information. Start at forms.google.com, or select Forms from the many Google apps available alongside your WFU email account. Google will walk you through the steps to create and send a form. These are our recommendations when using Google Forms for elections:

    • Restrict the form to users in the Wake Forest domain
    • Limit respondents to 1 submission
    • Do not collect respondent email addresses (this allows your voting to remain anonymous)
    • Send the form or the link to the form directly to your members rather than posting it somewhere.
    • Limit the collaborators of your form to only those individuals who absolutely need access to the form or the results.
  • Other Survey Platforms

    If you’re still seeking an alternate platform, some free survey options include:

    • Survey Monkey
    • Typeform
    • SurveyLegend
    • Polldaddy
    • & more, feel free to search online for your own!
  • The Link Documents

    You can host all of your organization’s important documents right on your Link page. Here are a few things to know about The Link Documents feature:

    • You can access documents via the organization management menu.
    • You can upload almost any kind of document, including Word Documents, PDFs, Powerpoints, Spreadsheets, Image files, and more.
    • Access to Link Documents is automatically passed down when leadership is changed – no need to share
    • Document access is customizable. You can set your documents to public, or limit them to organization members, or officers.
    • Documents can be organized into folders, and rearranged at any time.

    If you have questions about The Link Documents, contact us at TheLink@wfu.edu

  • Google Drive

    A shared folder on Google Drive is a great way to keep documents for your organization, particularly if you want to be able to actively work on documents together. Here are some tips and reminders to help you maintain a shared folder for your documents.

    • Make one shared folder for all of your officer documents and sub-folders for specific positions.
    • If someone needs access to some, but not all of your documents, only share the specific document from the folder with them.
    • When you transition leaders, talk through the documents with them.
    • When an officer’s term is over, remove them from the folder only after transitions have been completed.
    • Identify one position, like Secretary, President, or Captain, to be the owner of the folder, and be sure to transition ownership, so that the folder is not lost or access is not lost when previous officers graduate.
  • Leadership & Officer Transition Tips

    Here are a few things to consider covering as you transition roles:

    • Important documents like constitution, by-laws, SBAC budgets & program reports.
    • Review previous year’s goals and objectives, create new goals and objectives.
    • Status report of ongoing projects & review of past projects/ programs.
    • Student organization policies and procedures.
    • Access to accounts like gmail, social media, the Link, etc.
    • A year in the life of your organization.
    • A list of key campus staff and how to reach them.