Student Organization Registration Processes

Before You Begin:

Please note that several factors will be considered during the review process, including, but not limited to: the number of similar existing organizations, the interest and sustainability of the organization, and the use of campus resources. 

New Student Organization requests are accepted between September 1st - March 31st.  

Questions and requirements to consider before applying:

1. Does your organization overlap with any existing registered organizations and what makes it different from similar organizations?
2. Does your organization meet current UWEC/UW-System constitution guidelines for recognition?
3. Is your organization sustainable? Do you have members and interest to keep the organization going from year to year?
4. Do you have a minimum of 4 currently enrolled UWEC student members/officers to start the student organization? (this is required)
5. Do you have a current on-campus UWEC faculty/staff member who is willing to serve as the advisor to the student organization? (this is required)
6. Do you have a student to serve as the organizations' President and another student to serve as the Treasurer? (this is required)
7. Why does UWEC need this organization you are proposing?
8. What resources will your organization require, and can the UWEC Student Senate/University support your needs?

NOTE: Certain types of organizations may require further vetting and approvals from other departments or administrators as well as additional recognition processes. This includes but is not limited to Club Sports and/or chapters of nationally affiliated organizations.

Application Steps:

1. Sign into Blugold Connect+ - UWEC's online student engagement platform/app using your UWEC credentials - REQUESTS MUST BE MADE BY A CURRENT UWEC STUDENT (UWEC faculty/staff advisors or non-student requests will not be accepted and therefore denied.)
2. Click on the Groups tab to review all currently registered UWEC student organizations to ensure that there isn't a student organization that already exists with the same or similar purpose. The Student Organizations Commission has the authority to deny your request if a similar student organization is already established at UWEC.
3. If it is determined that another student organization does not exist with the same or similar purpose, you will need to prepare the following items prior to submitting your New Student Organization request.
   1. Review the UWEC/UW-System Constitution Guidelines and determine how your organization will answer and adhere to these requirements.
   2. Secure a current on-campus UWEC Faculty/Staff member who has agreed to serve as the organization's advisor.
   3. Prepare a "First-Year Plan" (please use this template to create your plan, and be sure to save the completed document, as it must be uploaded within your New Student Organization Request information. Please Note: The First-Year Plan template can only be accessed within the New Student Organization request timeframe (Sept. 1st through March 31st.)  
4. Once you’ve completed the steps outlined above, please submit the Group Registration Request form in Blugold Connect+. To access the form, navigate to the “Groups” tab and click the “Register New Student Organization” blue box. Please note that this option is only available from September 1 through March 31.
5. Complete all required registration fields.
6. Click Submit.

Upon receiving your completed request:

• The organization will be placed on Provisional Status for up to six weeks while your advisor, the Student Organizations Commission of the Student Senate, and the Activities, Involvement, & Leadership office review your request in its entirety to ensure all requirements have been met. (You will be notified should there be any necessary revisions or if has been determined that your proposed student organization overlaps with an already existing UWEC student organization.)
• The student who submitted the request will be asked to present at an upcoming Student Organizations Commission meeting to share more about the proposed student organization and present a "first-year-plan." (Up to two students may present.)

During the Provisional Status timeframe, the student organization will be permitted to do the following:

• Reserve meeting rooms - facilities may be used only for the purpose of forming the organization.
• Set up tables in the Davies Center for recruitment purposes only.
• Utilize bulletin board space (to display posters) and digital advertising to conduct membership drives. Upon request, utilize an assigned locker, meeting rooms, & and Student Organization Makerspace located within the Student Involvement Center (220 Davies Center.)

Provisional student organizations are not permitted to:

• Host financial solicitation events/initiatives (fundraisers, sales etc.)
• Host speaker presentations
• Host social events
• Participate in Blu's Organizations Bash events (this event is reserved for officially registered RSO's only)

Any petitioning organization found violating its provisional status will have their organization immediately revoked. The organization may start the New Student Organization Registration request process over again if it falls between September 1st and March 31st. The decision to revoke status will be made by the Student Organizations Commission of the Student Senate and/or the Activities, Involvement, and Leadership office. The decision of the Student Organization Commission may be appealed to the Student Senate.

IF YOUR NEW ORGANIZATION REGISTRATION REQUIREMENTS ARE NOT MET: The group shall be granted an additional time period in which to revise the registration/constitution information and resubmit it for a second review.

IF ALL NEW GROUP REGISTRATION REQUIREMENTS HAVE BEEN MET: The Student Organizations Commission will make a recommendation to the Activities, Involvement, and Leadership office who will conduct a final review and make the final determination. Upon approval by the Activities, Involvement, and Leadership office, the group shall be acknowledged as an officially "registered UWEC student organization" (RSO.)

All currently registered student organizations must complete the ANNUAL RE-REGISTRATION REQUIREMENTS (in the order below) between September 1st and October 15th (by 11:59pm) to remain in good standing with the university.

Step 1. Update your Blugold Connect+ Group Portal

Note: This step must be completed before submitting your organization’s Annual Re-Registration Form (Step 3) where you'll be required to upload your updated officer roster information. Click on the help tutorials below to ensure your information is updated correctly and accurately.

Updating Officer Rosters & Advisors

Updating Membership Rosters

In addition, take a few minutes to review the online “Group Officers: Getting Started” information. This information will help ensure that your organization’s page is accurate and inviting. This is often the first place prospective members go to learn about your organization.

(Note: Submitting your re-registration information does not automatically update your group officer information or any other information shown on your public BC+ group page.)

Step 2: Attend the Required Annual Student Organization Leaders “Nuts & Bolts” Training

Both Presidents and Treasurers are required to attend this training and must register individually.

Event Date: Thursday, September 17^th

Event Time: 4:00pm-8:30pm (Check-in between 3:15pm-3:50pm)

Event Location: Ojibwe Ballroom (3^rd floor Davies Center)

Please Note: Each student may represent only one student organization during the training.

Step 3. Submit your organization’s “Group Re-Registration" form in Blugold Connect+.

(This includes completing the required annual Constitution form that is already built into the re-registration form.)

Note: Only current UWEC students may submit this form, faculty and staff may not submit the form on behalf of a student organization.

• Choose your "Group" from the group list
• Click on the blue "+ Group Re-registration" button to complete your information (be sure to hit "Submit.") (Note: the blue "+ Group Re-registration" button will not appear until Sept. 1st.)

Step 4. Ensure you have a current on-campus UWEC faculty/staff advisor in place, complete the Student Organization Leader & Advisor Expectations Worksheet, and schedule a meeting with your advisor. 

The Student Organization Leader & Advisor Expectations Worksheet must be completed and signed by both the organization president and primary faculty/staff advisor and submitted to the Student Involvement Center (Davies 220) by October 15.

ADDITIONAL NOTES:

Student organizations must also update their organizations' Blugold Connect+ portal information any time there's a change in the constitution, officers, members, or advisors throughout the year.

Student organizations that fail to re-register their organization by the October 15th deadline will be automatically deactivated.

Deactivated student organizations lose all rights and privileges of a "registered student organization" including, but not limited to:

• The right to reserve rooms
• Apply for funding
• Participate in the bi-annual Blu's Organizations Bash events
• Participate in student organization professional development workshops
• Set up tables in the Davies Center and/or on the Campus Mall
• Use bulletin boards or digital monitor space to display/promote information
• Use mailbox units, lockers, or supplies in the Student Involvement Center and Student Org Makerspace
• Use of the online student organization/engagement management system - Blugold Connect+

Deactivated organizations can reapply for active status by filling out a Group Reactivation Request Form via Blugold Connect+ after ONE FULL SEMESTER has lapsed (the next fall semester.)

Student organizations are required to review their constitutions annually in order to update any necessary information. Student organizations will complete their UWEC constitution form via their Blugold Connect+ portal as part of the Annual Group Re-registration submission process. All initial submissions, corrections/revisions must be approved by the Student Organizations Commission and the Activities, Involvement, & Leadership office to become valid.

Purpose of a Constitution: An organization’s constitution is a written document that incorporates the organization’s basic principles and rules and defines the way it will be governed. If you have any questions regarding the importance of any of the following points, if you need help in formulating your constitution, or to obtain a sample constitution, please contact one of the following:

• Student Organizations Commission
• Student Senate office
• Activities, Involvement, & Leadership office

Student Organization Reactivation Guidelines

Requests to reactivate a previously registered UWEC student organization are accepted September 1 – March 31 each year. To qualify, the organization must meet the following criteria:

• It was officially registered with UWEC in the past, and
• It has been inactive for two years or less, and
• A similar student organization has not been officially registered within the past two years

➡️ If the organization has been inactive for more than two years, you’ll need to start over by submitting a New Group Registration Request (available on Blugold Connect+ between Sept. 1 – March 31).

When you can apply:

• September 1 – March 31 each year
• Organizations deactivated for non-compliance with the Annual Re-Registration process may reapply the following fall (after one inactive semester)
• Requests are not accepted during the summer
• Important: Only current UWEC students may submit requests (faculty/staff submissions will be automatically denied).

Steps to Reactivate Your Student Organization

1. Secure an eligible advisor

• Your primary advisor must be a current UW-Eau Claire faculty or staff member (retired faculty/staff are not eligible).
• Obtain written acknowledgment from your advisor confirming their agreement to serve for the upcoming year (email acknowledgment is acceptable and must be uploaded with your Reactivation Request).

2. Meet the minimum membership requirement

• You must have at least 4 currently enrolled UWEC student officers and/or members.

3. Prepare a "First-Year Plan" (please use this template to submit your plan within your reactivation request form)

4. Understand provisional status

• Once submitted, your organization will be considered “provisional” for up to six weeks (or until a final determination is made).
• During this period, you must follow all Provisional Status guidelines.

4. Complete the review and approval process

• Your advisor must first review and approve your request.
• The Student Organizations Commission (SOC) will then review and either approve or request revisions.
• If approved by the SOC, the Activities, Involvement, and Leadership office will conduct a final review and request revisions and/or issue the final decision.

Student Organization Name Change Requests are accepted September 1st - March 31st. 
 

PRIOR TO SUBMITTING A STUDENT ORGANIZATION NAME CHANGE REQUEST - IT'S IMPORTANT TO CONSIDER THE FOLLOWING ITEMS:

1. Student org name changes may affect branding, recognition, funding, financial accounts, social media handles etc.
2. Keep your new name concise (no more than 3–4 words).
3. Do not start the name with “UW–Eau Claire,” “UWEC,” “Eau Claire,” or “Student.”
4. Do not use acronyms.
5. Ensure the name is unique and not similar to another student organization.

Complete and submit your "Student Organization Name Change Request Form."

Review & Approval Process Steps:

1. Your advisor must first review and approve your request then,
2. The Student Organizations Commission (of the Student Senate) then,
3. The Activities, Involvement & Leadership office.

You will be notified of the status of your request after all reviews are completed.

1. If approved, this form will also serve as your updated UWEC–Universities of Wisconsin Constitution that must be saved within your organizations' Blugold Connect+ group portal (under "Files".)
2. After your student organizations' name change has been approved, it is the organizations' responsibility to update the organizations’ EIN number (via the IRS), as well as all bank accounts or on-campus accounts with the new organization name.

CONSTITUTION RECOMMENDATIONS: Groups or organizations needing to establish their constitution form responses should refer to the Requirements/Guidelines for Constitutions prior to completing the Group Registration, Group Re-Registration, Student Organization Name Change, or Student Organization Reactivation forms.

The Student Organizations Commission of Student Senate reserves the right to review and assess both student organizations and their constitutions. In addition, should an organization’s national affiliate not reasonably comply with the requirements for UW-Eau Claire/Universities of Wisconsin constitutions, the Student Organizations Commission of the Student Senate reserves the right to revoke a UWEC student organization's recognition status.

If at any time a currently registered UWEC student organization voluntarily disbands or becomes inactive, it is to notify the Senior Coordinator of Student Organizations and the Student Organizations Commission Director in writing.