Virtual Resources

Fraternity and Sorority Life encourages you to explore these resources that will assist you in hosting virtual events and meetings.

We want to hear from you! Do you have any event ideas or additional fun things to do that we may have missed? Let us know via email at FraternityandSororityLife@csulb.edu. 

Platforms to Consider

  • Zoom
    • For instructions on downloading and using Zoom visit Ӱ Academic Instructional Design Technology Services website 
    • You can start meetings instantly or schedule a single meeting or recurring meetings.
    • Zoom Features to utilize:
      • Breakout rooms – assigned by the host(s) of the meeting
      • Share Screen
      • Annotate Feature on whiteboard or shared screen feature
      • Polling
    • A game based learning platform that can be used for trivia games!
    • Flipgrid is a website that allows teachers to create "grids" to facilitate video discussions. Each grid is like a message board where teachers can pose questions, called "topics," and their students can post video responses that appear in a tiled grid display.
    • Can be used for poster presentations, fairs, etc and the content remains on the grid! 
    • Free for all
  • Instagram Live
    • Stream live conversations, demos, workshops via live and save them to your Instagram Stories for others to view later.
  • Facebook
    • Host a Facebook live conversation or stream from Zoom onto Facebook live for a larger audience.

 

Tips for running virtual meetings and Events

  • Test out your technology before the start of the meeting. Work with a friend to test the platform functionalities and features.
  • Option for video calling. While not everyone loves the idea of video calls, they increase connection and community. When possible, choose video calling for a more personal approach to staying connected. Note that in cases where reception is bad, you may have to switch off video calling.
  • Try to start each meeting with an icebreaker where everyone gets to share. If there are a lot of participants, consider using the chat features for people to respond and share.
  • Stick to set times. Set standard weekly times meetings should take place for consistency. We recommend, keeping with the regular times you had prior to going remote.
  • Set clear agendas, outcomes, and action items. We recommend using Google Docs as a way of creating living agendas where people can see updates in real time and items as the meeting goes along.
  • At the end of every meeting, be sure to articulate clear action items and next steps.
  • Create new roles and rotate responsibilities.
  • Think about daily and weekly tasks such as taking meeting minutes and rotate these amongst members to stay engaged. Additionally, consider forming new and creative subcommittees that can work on projects in more intimate chat groups.
  • Get buy-in. Make sure to create space for allowing others to provide thoughts and input. It’s important to ask things like “what do people think of this?” or “does anyone have anything to add?” Be ok with some silence on the other end as some people may need additional time to think.
  • Meet one-on-one. If you are in a leadership role within your organization, consider scheduling one on one check-ins with other executive board leaders and members. This is a great way to maintain connection and be able to accommodate the different needs of your group.
  • Centralize organization documents. Consider BeachSyc, Google Docs, or another project management for being able to share information with your organization in a timely, adjustable fashion.

 

Tips for organizing your chapter in a virtual setting

  • Update your chapters BeachSync’s profile with governing documents, pictures, and shared files.
  • Centralize organization documents. Consider BeachSync, Google Docs, or another project management for being able to share information with your organization in a timely, adjustable fashion.
  • Consider communication channels and set expectations.
    • GroupMe, IG, Facebook,  groups can be used for your organization
    • Setting expectations and revisiting them regularly to ensure everyone understands and follows expectations. Revise as needed.
  • If you’re a leader of an organization, consider connecting one on one with other members to maintain connections and accommodate the different needs of your organization.
  • Create a regular newsletter for information sharing.

 

Accessible Virtual Programs and Content

  • Ensuring all participants can fully access your events is crucial to ensuring an equitable experience for all.
  • Creating Accessible Content
    • YouTube
      •  Support captions and transcripts –
        • Please note, captions have limited reliability (85% - 90% accuracy, you need to know that captions fail in YouTube and must be edited)
      • Captions include audio, sound effect, speaker identification
        • Captions must be accurate and synchronized as they are designed for individuals who are deaf or hard of hearing.
      • Subtitles
        • Provide working only (no descriptive content) and are designed for hearing populations and ESL users
          • Subtitles do not communicate audio, sound effects, or speaker identification
    • Instagram
      • Alternative Text
        • Choose the photo -> select Next
        • Select Advanced Settings
        • Select Write Alternative Text -> write your text -> Select done
    • Facebook:
      • Can create contrast (use Chrome store)
      • Alternative Text
        • Chose photo icon
        • Edit photo icon
        • Audio generate text, but know you can overwrite text to edit errors
      • Caption for Video
        • Upload the video
        • Select post
          • Choose time/date in feed notification
          • Select the Horizontal Ellipsis
          • Select Edit Video
          • Give Title, Description, and then upload the file
    • Emails:
      • Limit using click here links (i.e. “to view “x” click here) as people using screen readers will not understand where to click or what they are clicking. Instead use “to view Campus policy page) and make the actual working the hyperlink – describe the link.
    • Event planners should include in their materials the following event accessibility statement:
      • “Individuals with disabilities who need accommodations to attend this event may contact [insert event sponsor’s name, phone, and email address].  It is requested that individuals requiring accommodations or auxiliary aids such as sign language interpreters and alternative format materials notify us at least 7 days prior to the event.  Every reasonable effort will be made to provide reasonable accommodations in an effective and timely manner.”

 

Tips for Creating Accessible Virtual Events

  • Consider the Population
  • If someone were blind or low vision, what aspects of your virtual event may be impacted? Is there an alternative or an accommodation that would help?
  • If someone were deaf or hard of hearing, what aspects of your virtual event may be impacted? Is there an alternative or an accommodation that would help?
  • If someone had issues with processing information or mobility concerns what aspects of your virtual event may be impacted? Is there an alternative or an accommodation that would help?
  • What is necessary?
  • Always have a statement regarding the request of accommodations. Example: “Any student who needs a disability-based accommodation to access [name of event] should contact [Departmental Contact – provide email] to make the request. We will work together to make sure that effective accommodations are put in place.”
  • Multiple Entry Points
    • Zoom for example have zoom link and a zoom dial in number.
  • Inform participants of available accessibility information for your platform:
    • Tell participants the platform being used (i.e. Zoom, Google Hangouts, Facebook live, etc)
    • Are captions available?
    • What devices may not show accessible features such as captions (i.e. they will show on a computer but not a mobile device)?
    • Are there any keyboard navigations available (ex. Ctrl + F6 key will move focus from pod to pod on a PC but for a Mac use Ctrl instead).
    • Can the viewer change font size or color contrast when viewing captions? If yes, how?
  • Materials provided:
    • Types of documents used:
      • PDF’s accessible?
      • Word documents accessible?
      • PowerPoint accessible?
  • Available ahead of time upon request?
  • All videos must have captions (pre-recorded).
    • Captions can be created in house with some training or sent off to a captioning service.
    • Videos posted to social media need to be captioned.
      • Any video posted on social media should also be on your main website. A link to your main website should be posted as text in the social medial post.
  •  
    • May be required as an accommodation.
    • Is there a preferred time frame for requests (i.e. at least 24 hours in advance)?
  • Images/Photos
    • Must have alternative text available for your website & social media posts.
    • Avoid flashing or blinking content whenever possible.
  • Communications
    • Emails
      • Use headers if multiple topics for easy navigation
      • Links labeled as to what they link to. Do not use “click here” links.
  • Resources