Willamette University

Student Activities

Want to keep your organization running and get money next year?

There are 5 steps you need to take. It will take you about an hour to do it all. Some is online. Some is in-person-talk-to-other-people-stuff. You will have to read, think, reflect, sign, and submit things by a deadline. The whole process will require some critical thinking, problem solving, and time management skills. Good thing you’re a WU student who knows how to do ALL those things.

Seems like a long list, eh? Well, there’s something in it for you. Complete all the steps and submit your stuff on time (that is, by Friday, May 3 at 3pm) and you’re group will be entered into a drawing to win $250 in non-ASWU funds. That, and you’ll earn our undying respect and admiration. Which is something.

Take a deep breath: This looks like a lot but it is all pretty easy. And, yes, some of it is redundant. We’re sorry about that. We’re pretty sure you’ll survive.

  1. Roster from 2012-2013
  2. Student Organization Update Form
  3. Student Leader and Advisor Agreement
  4. Online Reflection and Registration Form
  5. Constitution Revision or Review (oooo, this is new!)

1. Roster from 2012-2013

Who was in the group this year?

  • What you need: A list of THIS year’s current and active members (and their ID numbers)
  • Why we need it: We track involvement so that we can brag about how busy you all are
  • When it’s due: On or before, Friday May 3 at 3pm
  • Where you bring it: Turn in a hard copy to us on the 2nd floor of the UC or email to clubregistration@willamette.edu

Download the Form (pdf)

[back to top]

2. Student Organization Update Form

Who’s leading the group next year? Who gets access to your account?

  • What you need: Names of leaders and advisor(s) for NEXT year and signatures from the leaders who get access to the group’s account
  • Why we need it: Accounting requires a signature from leaders who have access to the account
  • When it’s due: On or before, Friday May 3 at 3pm
  • Where you bring it: Turn in a hard copy to the 2nd floor of the UC
  • Fun Fact: Anytime there is a change to the leadership or advisors in your group, you’ll need to submit this form to our office on the 2nd floor of the UC

Download the Form (pdf)

[back to top]

3. Student Leader and Advisor Agreement

Do next year’s leaders and advisor(s) agree to follow WU’s rules?

  • What you need: A signature from NEXT year’s leaders and advisor(s)
  • Why we need it: The University requires that leaders and advisors know the expectations and rules for student groups.
  • When it’s due: On or before, Friday May 3 at 3pm
  • Where you bring it: Turn in a hard copy to the 2nd floor of the UC

Download the Form (pdf)

[back to top]

4. Online Reflection and Registration Form

What did you do this year and what are your plans for next year?

  • What you need:
    • Names and contact information of next year’s leaders (yep, this will be redundant to step #2…good thing you’re smart enough to copy and paste!)
    • Information from what you did this year
    • Thoughts on what went well this year and what could be improved next year
  • Why we need it: We use it to figure out how to help student groups.
  • When it’s due: On or before, Friday May 3 at 3pm
  • Where you bring it: Submit your responses ONLINE!

Submit the Online Form (Google doc)

[back to top]

5. Constitution Revision or Review (oooo, this is new!)

How is your group supposed to run?

  • What you need: A reviewed or revised copy of your group’s constitution.
    You can either submit a copy of the current constitution with a note that says “Reviewed by your name here” with your signatures and a date. OR, you can revise your constitution and submit it with this note: “Updated by your name here” with your signatures and a date.
  • Why we need it: Some of the constitutions on file are older than that thing that’s growing in the back of your mini-fridge. We want groups to operate the way they said they would when they formed.
  • When it’s due: On or before, Friday May 3 at 3pm
  • Where you bring it: Turn in a hard copy to us on the 2nd floor of the UC
  • Stumped? Overwhelmed? Never fear! Use this constitution template and your life will be made easy! Well, ok, not your whole life, but at least this part!
  • Don’t know where to find your current constitution? Contact Renee Jaime <rjaime@willamette.edu> to get a copy!

Download the Template (pdf)

The Office of Student Activities requires all student organizations to renew their recognition for the upcoming academic year.  All parts of the process must be completed and submitted no later than 3pm on Thursday, May 3rd, 2013 to continue to be an officially recognized student organization at Willamette University.

Failure to submit completed forms by the deadline will cause organizations to go defunct: revoking privileges such as eligibility to apply for funding in the fall and ability to reserve campus spaces. Clubs that are late to submit this completed form will be reviewed by the ASWU Senate Committee on Student Organizations (COSO) in September 2013.

[back to top]