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RSO Engagement Toolkit

By using this toolkit, you are helping to build a student organization that values respect, belonging, and opportunity for all. Let’s create spaces where everyone feels empowered to participate, contribute, and lead.

Overview

In today’s interconnected world, it is more important than ever for student organizations to create welcoming environments where all individuals feel valued, supported, and able to contribute. As part of the MSU 2030 Strategic Plan, we aim to build an academic and community experience that fosters excellence through collaboration, respect, and access for all members. Two key goals drive this mission:

  1. To provide an academic environment that is mindful of different backgrounds and lived experiences in teaching, research, and service.
  2. To expand partnerships with different communities, focusing on mutual growth and learning.

 

This toolkit, developed by the Associated Students of Michigan State University (ASMSU), the Office of Spartan Experiences, and other campus collaborators, supports Registered Student Organizations (RSOs) in cultivating environments where all students can thrive. This resource is meant to guide RSO leaders in creating meaningful engagement, building strong communities, and ensuring that all students feel seen and supported throughout their time at MSU.

  • Introduction

    Each RSO plays a role in shaping the MSU community and ensuring that all members feel welcomed and respected. Intentional awareness of differences in background, identity, and experience can strengthen your organization’s ability to recruit new members, retain engagement, and build a supportive atmosphere.

    Sometimes, well-meaning practices can unintentionally discourage students from participating. Some examples could include high membership fees, insensitive themes, or a lack of awareness among leadership about the experiences of a broad range of students or barriers to participation.

    Research shows that organizations with a broad range of perspectives are more creative, solve problems faster, and make better decisions:

    • Teams that reflect a mix of experiences and viewpoints are 1.7 times more likely to be innovation leaders (McKinsey).
    • Groups that bring together different perspectives make better business decisions 87% of the time (PM Editorial).
    • Varied teams are also faster at solving complex problems (Harvard Business Review).

    Use this toolkit to reflect on your organization’s practices, starting with questions like:

    1. Are your group’s practices aligned with your stated mission?
    2. Do your members reflect the broader student population you wish to serve?
    3. Are your recruitment and operational decisions respectful of all students?
    4. How are you creating an environment that welcomes and supports students from a broad range of backgrounds?

     

    Note that all registered student organizations and their programs and activities must open to all without restriction or preference based on race, sex, color, ethnicity, national origin or other protected personal identity.

  • Recruitment

    Effective recruitment brings new energy and ideas into your organization. To reach a wider range of students and avoid unintentionally excluding people, consider the following:

    Reflections

    • Are you reaching out to groups and students outside your usual circles?
    • Are there costs that might prevent someone from joining?
      • Can you waive or subsidize membership or event fees?
    • Do you use applications or tryouts? How accessible are those processes?

    Marketing Tips

    • Use color combinations that help students with colorblindness.
    • Choose photos and language that reflect a wide range of people and experiences.
    • Include closed captioning on videos and alt text for all images.

    General Best Practices

    • Use greetings like “Hi everyone” or “Hello folks” instead of gendered terms.
    • Be mindful of physical setup at events (wheelchair accessibility, table height, etc.).
    • Use multiple platforms to share events (print, social media, in-person, etc.).
  • Programming

    When planning events, think about who you’re serving and how your choices impact others. Consider the following:

    • Ensure physical spaces are accessible (elevators, wide aisles, accessible seating).

    Idea Generation

    • What is the goal of your event, and what could be the unintended impact?
    • Does the content align with MSU’s values? The RSOs values?
    • Are you considering the full range of student experiences?
    • Involve people with different backgrounds and perspectives in the planning process.

    Budgeting

    • Include costs for accommodations (e.g., ASL interpreters, Communication Access Realtime Translation (CART), alternative formats, dietary needs).

    Physical Accessibility

    • Ensure accessible parking, entrances, and signage.
    • Confirm working elevators, wide pathways (at least 36”), and clear, unobstructed travel routes.
    • Make accessible entrances primary if possible.

    Event Space

    • Tour space in advance.
    • Ensure accessible furniture, restrooms, lighting, and acoustics.
    • Accommodate service animals, dietary needs, and quiet spaces.
    • Ensure stage access, interpreter visibility, and assistive devices are available.

    Promotion and Outreach

    • Use an inclusive statement in all materials.
      • An example is “All programs and activities are open to all without restriction or preference based on race, sex, color, ethnicity, national origin or other protected personal identity.”
    • Provide captions, alt-text, and high contrast visuals. (Digital Accessibility Quick Tips)
    • Use multiple platforms and formats to advertise.
    • Represent people from all backgrounds in visuals.

    Registration

    • Include accommodation request forms with options like:
      • e.g., sign language interpreters, Communication Access Realtime Translation (CART) providers, assistive listening devices, providing media in an alternate format, food and allergy accommodations, etc. 

    Event Materials and Presentations

    • Ask speakers to share materials in advance.
    • Use accessible slides (large font, high contrast).
    • Caption all videos, describe images, and distribute digital materials in native formats (not PDFs).
    • Speakers should face the audience, use microphones, and identify themselves before speaking.
    • Use an inclusive statement in event materials.
      • An example is “This event is open to all without restriction or preference based on race, sex, color, ethnicity, national origin or other protected personal identity.”

    Theme Considerations

    Events meant to celebrate a group or culture should be carefully planned with input from those who identify with that group or culture. Avoid costumes or themes that may reduce real experiences to stereotypes or jokes. Avoid decorations or themes that might cause harm or discomfort (e.g., strobe lights, cultural costumes, balloons, or references to trauma).

    Avoid themes related to:

    • Cultural or religious stereotypes
    • Mental health or illness
    • Tragic or traumatic events
    • Local, national, or global tragedies

     

    For more information on hosting Accessible and Inclusive events, the Office for Civil Rights has created a helpful guide.
  • Conflict Management and Accountability

    Conflict is natural in any group. With a variety of experiences and viewpoints, disagreements may arise,but with the right tools, these moments can lead to growth.

    Reflections

    • What outcome are you aiming for in resolving a conflict?
    • Are all parties open to dialogue?
    • Do you need help from a third party or professional?

    Helpful Strategies

    • Set expectations and respectful communication norms early.
    • Focus on behaviors or actions—not individuals—when addressing harm.
    • Use the “3 D’s” approach in tense situations:
      • Delegate: Ask for help
      • Distract: Shift attention to defuse the moment
      • Direct: Calmly address the situation

    The PALS Method

    1. Pause – Interrupt gently to signal something needs attention.
    2. Acknowledge/Ask – Show that you’re listening and ask clarifying questions.
    3. Listen – Engage with curiosity, not defensiveness.
    4. Speak Your Truth – Share how something impacted you or others, and what you’ve learned.

    Learn more about PALS here: Interrupting Bias - MSU Resource

  • Marketing and Social Media

    These best practices are here to help your organization use social media effectively and responsibly.

    Strategize

    • Before launching your social media accounts, develop a clear strategy. Define your goals, target audience, tone of voice, preferred platforms, and how your accounts will be managed.
    • Consider:
      • Who is your audience – current members, potential new members, or both?
      • Are you promoting events, sharing updates, or spreading a message?
      • Who will manage the accounts, and how will you transition account ownership when students graduate?

    Attentive

    • Don’t spread yourself too thin across too many platforms. Focus on one or two networks where your target audience is most active. Maintain a consistent posting schedule (daily, weekly, or whatever fits your capacity).
    • When using social media, you agree to each platform’s terms of service, including rules on privacy and copyright. University policies, including the Student Rights and Responsibilities, apply online just as they do offline.
    • Always fact-check before posting:
      • Is the event information correct?
      • Are your stats verified?
      • Have you checked for spelling and grammar errors?
    • If you make a mistake, correct it promptly and transparently—own it without being defensive.

    Representation

    • As a student organization, your posts reflect on your group and its members. Just like with your personal accounts, you're responsible for what you post. Be authentic, have fun, and always remember who you represent.
    • Include contact information in your social media bios and ensure you monitor messages, comments, and mentions regularly. Develop a plan for timely responses.

    Copyright/Trademark

    • If your organization doesn’t own the content you’re posting (e.g., quotes, music, photos), make sure to credit the original creator or seek permission.

    Michigan State Trademarks

    • When using Michigan State University branding, you must follow the University’s trademark and licensing rules. Visit the University Trademarks and Licensing website to learn more and get approval.
  • Using Pronouns Respectfully

    You are encouraged to use pronouns as people request. Doing so shows care and basic respect. Here are a few ways your organization can build more respectful practices:

    • Personal Pronouns: These are the words people use to refer to themselves, such as he/him, she/her, they/them. Respecting someone’s pronouns is a basic way to show respect and acknowledge their identity. It’s best not to assume—when in doubt, ask.

    Foundational Documents

    • Use gender-neutral pronouns (they/them) in your constitution, bylaws, or code of conduct.

    Marketing

    • Add pronouns for speakers in flyers and programs.
    • Use inclusive and neutral language in all communication.
    • Add your pronouns in your email signature (e.g., Jordan Lee (they/she)).

    Meetings

    • Encourage members to introduce themselves with their name and pronouns.
    • Include pronouns on name tags or Zoom display names.
    • Enable captions or transcripts for online meetings.
    • Provide guidance on how to update pronouns on platforms like Zoom: Zoom Pronoun Guide

    If You Make a Mistake: A.C.T.

    • Apologize
    • Correct yourself
    • Try again respectfully

    Remember, not everyone may feel safe or ready to share pronouns until space allows them to share and if they’re comfortable.

  • Campus Resources

    Support is available if you need help with planning, engagement, or conflict. These offices and centers can help:

Want to Learn More or Get Help?

If you’d like support or consultation for your student organization, contact the Office of Spartan Experiences at involve@msu.edu

Student Organizations