Student Activities
Putnam University Center
Willamette University
900 State Street
Salem, Oregon 97301
503-370-6463 voice
503-370-6407 fax
Frequently Asked Questions for Student Organizations
Click on the links below for answers to many of your most frequently asked questions. Can't find what you're looking for? Stop by Office of Student Activities, located on the 2nd floor of the UC. We're open 8 a.m. to 5 p.m. Monday through Friday.
Money
Travel
Student Organization Information
Event Planning
OSA Information
Money
Q. Can I spend money before ASWU Finance Board allocates it?
A. No, you cannot spend money before ASWU Finance Board allocates it to your organization for a specific purpose.
Q. What is the difference between 1-0290 and 1-0291 accounts?
A. Willamette University account numbers that begin with 1-0290 contains funds allocated by ASWU for specific student organization activities. These funds are to be spent for the purposes which they were allocated. Unspent monies are returned to ASWU and reallocated through the financial recycling process.
Account numbers that begin with 1-0291 are student organization's monies obtained from sources other than ASWU. These funds are used at the discretion of the organizations and its advisor(s) and should further the goals and objectives of the organization.
Q. How can my student org write checks from our account?
A. If the organization is transferring monies between University accounts, use a Journal Entry form. Both credited and debited account numbers are needed, and the budget officer for the debited (subtracted from) account will need to approve the Journal Entry and submit it to the Accounting Office. If the money is not going to another University account, a Check Request Form is needed. Turn in completed forms to the Accounting Office (1st floor, Waller Hall).
Q. What happens if I overspend my organization's account?
A. Organizations will only be reimbursed from their ASWU account for the amount and type of expense for which they have been allocated. If a club puts their ASWU account in the "red" (negative), money will be taken from the organization's non-ASWU account to cover the difference. Each club is responsible for their non-ASWU & ASWU account balances. If it is negative, it is the club's responsibility to correct it. A student organization cannot reapply for ASWU funding unless their ASWU account is zero or positive.
Q. Are there policies on how my student organization can raise money, such as soliciting businesses?
A. On campus fundraising can include bake sales, raffles, t-shirt sales, or other methods of raising funds from the Willamette community (faculty, staff and students). See the Student Organization Handbook for more information about these types of fundraising.
Off-campus fundraising is defined as any solicitation effort to area businesses or alumni, whether for in-kind donations (goods or services) or monetary donations. It is important that all off-campus fundraising go through the Office of Campus Life (3rd floor, UC) so that the University presents an organized and coordinated fundraising effort to Salem and surrounding communities.
Q. Can ASWU money be used for purchasing T-shirts?
A. According to the ASWU Funding Request Guidelines (money coming from 1-0290 accounts), "Funding will not be granted for personalized items, equipment, or clothing."
Q. Do I receive any start up money once my organization is approved?
A. Once an organization is approved by COSO, the Committee on Student Organizations, the Office of Student Activities gives the new student organization $100 of seed money.
Q. What is the Lilly Outreach Grant?
A. The Lily Outreach Grant gives up to $250 annually to student clubs and organizations or a group of six or more students for direct service projects. They also give up to $500 annually to residence halls, sororities, and fraternities. Please see the Lilly Grant website or contact Jeani Bragg (x6212) for more information.
To TopTravel
Q. How do I rent a van or bus?
A. To rent a van, complete a Van Reservation Request Form (available in Student Activities or the Physical Plant). Submit the form via campus mail or in person. All drivers must complete the Safe Driver Program located on the Campus Safety website. Upon completion of the online test, each driver's driving record will be checked by the Department of Motor Vehicles in their home state, which may take up to 7 business days. Plan accordingly!
Bus rentals can be obtained for your organization from First Student and various charter companies by the Facilities department. Call Craig Nordlien x4281 in Facilities or check out the Motor Pool website.
Q. When do I complete a trip form?
A. You must complete a trip form every time your student organization takes a trip off-campus.
Q. What is the process for completing trip forms?
A. Pick up a Trip Form and a Passenger List available online at the Student Activities, Campus Safety or Physical Plant websites or pick up a hard copy from Student Activities. A copy of both forms must be given to Campus Safety.
Q. What should I do before I leave for my off campus event?
A. Report any changes to the Trip Form and Passenger Form prior to leaving campus by calling Campus Safety. Please check the weather, especially if you are driving into the mountains, in case chains are necessary.
Q. How can my student organization go on a retreat?
A. Check out the Student Activities website for a list of great retreat locations. Be sure to contact your advisor and get him/her involved in the process. Work with ASWU VP of Finance or the Accounting Office to request funds to pay for rental fees for the retreat location and associated costs.
TO TOPStudent Organization Information
Q. How do I start a student organization?
A. First, you must find an advisor who is a member of the Willamette University faculty, staff or administration. Then, complete a Student Organization Affiliation Form listing the officers of the organization. Along with this form, you must provide a petition signed by at least 10 fee-paying CLA/TIUA students interested in your organization. Lastly, you must provide a constitution and by-laws. Once all of the paperwork is completed, the organization will be notified of the decision by a member of the Office of Student Activities after the Committee on Student Organizations (COSO) and ASWU Senate has reviewed the proposed organization and voted.
Q. What is the required paperwork for student orgs?
A. Complete a Student Organization Affiliation Form, a petition of at least 10 fee-paying CLA/TIUA students expressing interest in the organization, a constitution, and by-laws. You can find copies of these forms and informational handouts in the Office of Student Activities.
Q. What is the minimum number of members for an organization?
A. There is no minimum number of students needed. However, you must have at least 10 fee-paying CLA/TIUA students sign a petition expressing interest in your organization.
Q. What are the academic policies for participation in a student organization?
A. All students serving in elected or appointed positions of leadership shall maintain a 2.5 cumulative GPA. At the beginning of each semester, the Office of Student Activities will confirm that the contact person for each registered student organization is in compliance with this policy. If a person does fall below the requirement, the student organization will be expected to name a replacement within two weeks of notification. If a student wishes to appeal, they should contact the Director of Student Activities.
Q. How do I find an advisor?
A. Find a faculty or staff member who shares a similar interest or expertise in the mission of the student organization you are trying to start. OSA is a great resource to suggest possible advisors for your new group.
Q. What is the role of the advisor?
A. Your advisor can play an important role in your organization. He/she can help establish goals, create agendas, create a budget, serve as a mediator, and provide continuity and stability in the group from year to year. An advisor signature is required for contracts and they can set up a WITS mailgroup for your organization.
Q. How do I write a constitution and by-laws for my student organization?
A. The constitution sets forth the general principles upon which an organization is established. The by-laws would contain in more detail the procedures to be followed for meetings, decision-making, officer selection, and financial transactions. Please see the Student Organizations Handbook for specifics on how to create these two documents or pick up the handouts in OSA. Generally, constitutions require a 2/3 vote of the membership for adoption. Bylaws only require a simple majority for approval.
Q. What is COSO and when do they meet?
A. COSO stands for Committee on Student Organizations and they meet three to four times each semester. They review proposed student organizations and decide along with ASWU Senate if they are approved.
Q. How do I create a website for my student org?
A. Student organizations will now have the ability to create their own websites using WebEdit. Each organization will select one member to become the web manager for the year. Web managers will sign up for a specialized WebEdit training at OSA. See OSA for more information.
Q. What constitutes a defunct organization?
A. An organization becomes defunct if their yearly registration form is not turned in.
Q. How do I restart a defunct organization?
A. If the organization went defunct within one year of a student wanting to restart it, there is a short form that must be completed. The form is located in OSA. If more than one year has passed since the organization went defunct, the student must begin the process of starting the organization like new. See the FAQ "How do I start a student organization" for more information.
Q. How do I change the officers in my organization, such as the GL representative?
A. If the president in your student organization is changing, please inform Vonnie Martin in OSA. A change in club treasurer requires informing both Vonnie Martin and Jan Kenitzer in Accounting, so the GL representative can be changed.
Q. What is the procedure for airing grievances, concerns, or conflicts?
A. If a student organization has a concern, conflict or grievance with a department on campus, please come to the Office of Student Activities and speak with a staff member. Also see the Student Grievances & Referral Guide for Student Concerns page on the Campus Life website for further information.
Q. Where can I buy T-shirts for my organization or an event?
A. T-shirts purchased must comply with the University's Anti-Sweatshop Code of Conduct. Review the code online before purchasing.
Q. Can I put a bearcat or Willamette logo on T-shirts?
Students who design t-shirts or any form of publicity with any University image or name must have the image approved. Fill out an imprint request form and send a proof of the artwork to Jill Munger (<jmunger> or 503-375-5381).
To TopEvent Planning
Q. How can I get sound equipment or a DJ?
ASWU sound owns a sound system that can be reserved. You will be required to sign a contract of liability for any damage the system sustained during your event. If you do not give 7 to 10 days advance notice, they cannot guarantee your use of the system and a charge of $50 will be assessed. Request ASWU Sound online.
Q. How do I rent a stage for my event?
A. The ASWU stage is available to any student organization who requests it by completing an online scheduling request on the Scheduling website. There is a $50 fee for the first stage use of the academic year. Setup of the stage is coordinated by the Facilities Support department. In some cases there will be an additional fee to setup the stage. Contact Jeff Bolt (x4222) for more information.
Q. How do I rent outdoor tables, chairs, or linens?
A. Please contact Jeff Bolt at Event Support (x4222) for help with tables and chairs for your event. The University has a limited supply of folding tables and chairs for outdoor use. These are provided free on a first-come, first-serve basis. Linens can be rented from Bon Appétit. Call 503-370-6711 for details.
Q. Are there restrictions on renting inflatables for events?
A. Students are no longer allowed to work at rental inflatables due to insurance purposes. Portland Party Works has named us as an insured party from now until 1/24/2010 - so any event done before that will not require additional purchase of insurance with this company, but will require additional staffing. For a fee of $120-$125 per inflatable they provide staff that sets up, tears down and supervises the equipment the entire time.
Q. Does my event need insurance?
A. The University insurance covers most official Willamette Events. Events which bring a large number of visitors to campus or have higher risk activities may require the purchase of special event insurance. For more information, contact the Office of Scheduling, Events & Conferences or talk to the Office of Student Activities.
Q. What constitutes a high risk event? Are there releases or liabilities associated with these events?
A. The following events constitute as high risk events and likely need special event insurance:
- Physical activity (bodily harm)
- Inviting the public, including minors
- Certain kinds of music including heavy metal or hip hop
- Large scale, new events
Q. Is security required for my event?
A. Security may be required for events where alcohol is served, a significant number of off-campus guests are invited, 200 people or more are expected, or a controversial topic or speaker is planned. Security officers are arranged by the Office of Campus Safety, with a minimum cost of $68 per security officer ($17 per hour, 4 hour minimum).
Q. Do I need a noise variance permit for my event?
A. If your event uses loudspeakers or a public address system, you may need a noise variance permit. Contact the City of Salem or a staff member in OSA to see if your event qualifies.
Q. Who can sign my contract?
A. Students are not eligible to enter into contracts on behalf of the University. The advisor is responsible for negotiating a contract. For contractual obligations that exceed $10,000 or extend for more than a year, the responsible Dean or Vice President will approve the contract.
Q. What are the food policies for events?
A. Any event requiring food or beverage service held on campus will be contracted through our on site catering company Bon Appétit. There are certain circumstances in which groups may choose to self-cater their event, including:
- Student organization functions for students, faculty or staff of Willamette University that do not include any participation of the outside community
- Potluck celebrations for groups of less that 25 attendees
- Student bake sales
- Ordering pizza
Please check with Bon Appétit to see if your event qualifies for self-catering and to see how many members must be certified to handle food through Marion County Health Services.
Q. What are the alcohol policies for events?
A. The University serves alcohol through an exclusive third party vending contract with Bon Appétit. Check out the complete University Alcohol Policy for more details. If your student organization would like to serve alcohol at an event, start the process of obtaining approval at least one month in advance as there are many details and logistics involved.
Q. How do I reserve a space on campus for events or meetings?
A. Rooms on campus often fill up quickly, so reserve early online through the Scheduling Office. Remember you must be a registered organization to reserve space on campus. Check out "Scheduling an Event on Campus," in the Student Organizations Handbook for more details.
Q. Are there policies about publicity?
A. Yes. Publicity that contains obscene language or references to alcoholic beverages or illegal substances will not be approved. The name of the sponsoring individual or group must be displayed as well as contact information such as an email address or phone number. A cleaning charge will be assessed if materials are not removed 24 hours after the event. All publicity posted in the residence halls, with the exception of ASWU election materials, must be approved by the Office of Residence Life. The Office of Student Activities reserves the right to discuss concerns with the individual or group prior to posting the material. Please "Publicity Policies for Students and Student Organizations" in the Student Handbook for more information.
Q. Can I put on an event with another student organization or department on campus?
A. Student organizations are welcome to co-sponsor events with other organizations and departments. This year, the Council on Diversity and Social Justice (CDSJ) and the Associated Student of Willamette University (ASWU) have recently created and approved the Student Organization Collaboration Fund. Funding is now available for new intergroup student organization projects beginning in the fall of 2009. The Student Organization Collaboration Fund (SOCF) is designed to support and encourage intergroup collaborative programming efforts. More information can be found on the CDSJ and ASWU websites.
Q. If my event is outdoors, how do I rent blankets for seating?
A. Contact Daniel Craig (503-370-6135) to order blankets. Just inform him of how many you need and the drop off location. Each blanket is 75 cents.
Q. How do I make my event "green?"
A. Here are a few tips to make your events "greener":
- Reduce the amounts of goods you purchase for an event. Be careful of over-purchasing. Also, borrow as many supplies as you can for events.
- Have your event catered with organic food. Use reusable place settings or purchase compostable plates and cups, as well as cutlery made out of corn or sugar cane plastic.
- Try electronic advertising and invitations to save paper. Also email agendas for meetings, rather than printing them.
- Choose sites for your events that don't need much decorating. If you do purchase decorations, consider natural decorations such as flowers or soy candles.
- Use natural light rather than electricity by having your event outdoors.
Q. Are there restrictions on bonfires on campus?
A. Bonfires are not allowed on campus. Small fire pits are allowed as long as they are contained within the pit, the area is cleaned up afterward with no left over wood lying around, and the ashes are disposed of properly. Contact Rich Dennis (x6907) for more information.
Q. What are the policies for inviting minors to campus?
A. If a group is inviting minors on campus, you must provide permission slips or release forms. If their group is arriving in a bus, be sure to contact Ross Stout at Campus Safety to discuss parking. Also, if the group plans to eat in any of the dining facilities on campus, it needs to be arranged through Bon Appétit.
Q. How can I make sure my event is ADA accessible?
A. Speak to JoAnne Hill, the Director of Disability & Learning Services, at 503-370-6471.
To TopOSA Information
Q. What is OSA?
A. OSA is the Office of Student Activities, located on the second floor of the University Center. The Office of Student Activities at Willamette University offers numerous opportunities for students to get involved in co-curricular activities. There are over 100 registered student organizations, which sponsor numerous programs and events.
Q. What are the hours of OSA?
A. We're open 8 a.m. to 5 p.m., Monday through Friday. Stop by or give us a call (503-370-6463). Also we now have gchat wustudentinvolvement@gmail.com. OSA has open advising hours every Wednesday from 3 p.m. to 6 p.m. Someone will be available to answer your questions via gchat Monday through Friday, 9 a.m. to 3 pm.
Q. What do I need to know about making copies in OSA?
A. There is not a copy machine available for student organization use in OSA. You can charge your student org account when using the Copy Center or use the copier in the library.
Q. Is there a fax machine in OSA?
A. Yes. Each page is 25 cents to send with a free cover page.
Q. Are there supplies for student organization use?
A. Yes. Student organizations have free use of publicity supplies. The office maintains a poster-making area as well as paper, a letter-cutting machine, button maker and poster pens for advertising activities.
Q. What are there limits to the use of OSA supplies?
A. When using the helium tank, the limit is 25 balloons. Above 25, you must bring your own balloons, but you may use our helium tank. Buttons are free of charge up to 50, but above 50 you must buy or bring your own supplies. Paper is for student organization to publicize their events only. Paper for internal organization use, birthdays, bid days, etc. may be purchased at the bookstore.
Q. Who can use the helium tank for balloons?
A. Anyone can use the helium tank free of charge. Bring your own balloons or use the ones we have for use. The limit is 25 balloons. Above 25, bring your own balloons, but feel free to use our helium tank
Q. Does OSA offer seminars or organization orientations?
A. Yes, OSA offers both monthly seminars and several organization orientations every year. All monthly seminars will be on Tuesdays from 11:30 a.m. - 12:40 p.m. in Dining Rooms 1 & 2 in the Cat Cavern. Upon feedback from student leaders there might be evening sessions added, depending on the topic and availability of the presenter(s). Those will be a repeat of the sessions offered during the day. Those dates will be determined shortly, as will the dates for organization orientations.
September
15 - student leader workshop
22 - advisor workshop
October
20 - student leader workshop
27 - advisor workshop
November
17 - student leader workshop
24 - advisor workshop
December
None
January
26 - joint workshop
February
16 - student leader workshop
23 - advisor workshop
March
16 - student leader workshop
23 - advisor workshop
April
13 - student leader workshop
20 - advisor workshop