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Handbook for Student Organizations

Starting a New Student Organization

The Organizations Commission of the UW-Eau Claire Student Senate has the authority
to recommend to the Student Senate the granting and suspension of registration for all campus organizations, and to recommend policies governing the operation of all student organizations. Any group of students proposing to form a new campus organization must meet all of the Commission regulations.

  1. The first step in registering an organization is to complete a Statement of Intent. Complete a Petition to Start a New Student Organization.

  2. The Statement of Intent shall include the following:

    a.    A statement of purpose
    b.    A statement of the nature of affiliation, if any, with national or regional
           organizations
    c.    A statement of interest and support, with campus address and phone number of a
           faculty/staff member willing to serve as primary advisor. Additional advisors are
           encouraged and may include other faculty/administrative staff members and
           community, business, and/or religious leaders.

  3. The Statement of Intent shall be completed and submitted electronically.

  4. Upon receiving the completed Statement of Intent, the Student Organizations Coordinator will notify the Student Organization Advisor and confirm advisor appointment. Acceptance of the Statement of Intent by the Commission shall constitute permission to organize the petitioning group on this campus. This permission shall be known as provisional status.

  5. The organization granted provisional status will be registered by the Student Senate University Services Association with Event Services to ensure that the group will be allowed to reserve meeting rooms, set up tables in the Davies Center, use bulletin board space to display posters, and conduct membership drives. During this period of provisional status, these facilities may be used only for the purposes of forming the organization. Privileges of financial solicitation, presentation of speakers, social events, etc., are reserved for fully registered organizations only.

  6. The period of provisional status will last for up to six weeks, beginning with the date of the filing of the Statement of Intent, and excluding any recess periods. During this time, the group will prepare a constitution in accordance with Constitution Guidelines. Upon completion of the constitution, as ratified by the organization’s membership, the organization must complete the Organization Registration process via OrgSync by completing the OrgSync organization profile. If any assistance is needed, please inquire with the Organizations Commission.

  7. Upon submitting the organization registration and constitution, the Commission will review the constitution to see that all requirements have been met, and upon acceptance by the Commission, the constitution shall be recommended to the Student Senate. Upon approval by the Student Senate, the group shall be registered as a campus organization. If the constitution is not approved by the Commission, the group shall be granted an additional time period in which to revise the document and resubmit. If, at the end of the six week provisional status period, the group has not complied with the above procedures, it will lose its right of provisional status.

  8. Any organization violating its provisional status will have it revoked for a period of four weeks, therefore losing the right to reserve rooms, set up tables in Davies Center, and use bulletin board space to display posters. The decision to revoke status will be made by the Organizations Commission of the Student Senate. The decision of the Organizations Commission may be appealed to the entire Student Senate.

  9. No Statement of Intent will be accepted from, or provisional status granted to, any group prior to the beginning of any academic year, or later than six (6) weeks prior to the first examination date of any spring semester.

  10. Upon being granted provisional status, the proposed organization will be assigned a mail slot in the Student Organizations and Leadership Center, Davies Center 220. Each organization is expected to check this mailbox weekly for receipt of communications. Organizations are also encouraged to utilize these mail slots as vehicle for inter-organizational communication.

MAINTAINING A STUDENT ORGANIZATION

      
  1. In compliance with University regulations regarding student organizations, each campus organization must attend a mandatory workshop and renew their organization within six (6) weeks of the start of each fall semester. Organizations must also renew their organization any time there is a change of officers. The organization renewal process must be completed via OrgSync.

  2. Organizations that fail to renew their organization registration within six (6) weeks of the start of the fall semester will be made inactive. Inactive organizations lose all rights and privileges of an organization including, but not limited to: the right to reserve rooms; set up tables in the Davies Center; use bulletin board space to display posters; use mailboxes, lockers, filing cabinets, or supplies in the Student Organizations and Leadership Center or Workshop; and use of the organization portal in OrgSync.

  3. Inactive organizations can reapply for active status by filling out a Petition for Reactivation of a Student Organization.

  4. Inactive organizations that have filled out a Petition for Reactivation are considered provisional and must adhere to guidelines outlined for provisional groups.

  5. Organizations are required to review their constitutions every five (5) years in order to update any necessary information. Organizations must submit constitution updates via OrgSync. All corrections and revisions must be approved by the Organizations Commission to become valid.

  6. The Organizations Commission will review constitutional changes and decide by majority vote if they are in order according to the present requirements. If approved by the Organizations Commission, the constitution will be filed in the organization’s file. If changes are deemed necessary by the Organizations Commission, the organization may do the following:
    a.   Appeal to the Student Senate by informing the President, in writing, one week
          before the next scheduled Senate meeting that they feel their constitution is
          complete.
           i.    If changes are deemed necessary by the Student Senate, the organization can
                change parts of the constitution that are out of order, resubmit the changed
                constitution and being the process again.
          ii.   If approved by the Student Senate, the constitution will be placed in the
                organization’s file.
    b.    May change parts of the constitution that are out of order, resubmit the changed
           constitution, and begin the process again.

  7. Organizations needing to make changes regarding their official recognized name must complete and submit a Petition for Student Organization Name Change.

  8. At the time an organization disbands or becomes inactive, it is to notify the Student Organizations Coordinator and the Organizations Commission in writing.

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