Student Activities

FAQs - Information

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.

  1. How do I re-register my existing student organization?
  2. How do I start a student organization?
  3. What is the required paperwork for student orgs?
  4. What is the minimum number of members for an organization?
  5. What are the academic policies for participation in a student organization?
  6. How do I find an advisor?
  7. What is the role of the advisor?
  8. How do I write a constitution and bylaws for my student organization?
  9. What is the Club Approval and Finance Committee and when do they meet?
  10. How do I create a website for my student org?
  11. What constitutes a defunct organization?
  12. How do I restart a defunct organization?
  13. How do I change the officers in my organization, such as the GL representative?
  14. What is the procedure for airing grievances, concerns, or conflicts?
  15. Where can I buy T-shirts for my organization or an event?
  16. Can I put a bearcat or Willamette logo on T-shirts?

1. How do I re-register my existing student organization?

Student Organization re-registration documents were due by Friday, May 2, 2014. If you are missing forms or have any questions please contact Emily Morris.  

Re-Registration will occur again in the Spring of 2015.

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2. How do I start a student organization?

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 undergraduate (CLA) students interested in your organization. Lastly, you must provide a constitution and bylaws. 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 Club Approval and Finance Committee and ASWU Senate have reviewed the proposed organization and voted. Click here for a complete overview of how to form a new student organization at WU!

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3. What is the required paperwork for student orgs?

Complete a Student Organization Affiliation Form, a petition of at least 10 fee-paying CLA/ASP students expressing interest in the organization, a constitution, and bylaws. You can find copies of these forms and informational handouts in the Office of Student Activities or online.

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4. What is the minimum number of members for an organization?

There is no minimum number of students needed. However, you must have at least 10 fee-paying undergraduate (CLA) students sign a petition expressing interest in your organization.

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5. What are the academic policies for participation in a student organization?

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.

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6. How do I find an advisor?

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. Contact the Office of Student Activities or a Leadership Consultant for assistance finding an advisor.

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7. What is the role of the advisor?

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.

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8. How do I write a constitution and bylaws for my student organization?

The constitution sets forth the general principles upon which an organization is established. The bylaws would contain in more detail the procedures to be followed for meetings, decision-making, officer selection, and financial transactions. Please see the overview on how to write a constitution and bylaws and this sample constitution 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.

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9. What is the Club Approval and Finance Committee and when do they meet?

The Club Approval and Finance Committee meets every other week throughout each semester. They review proposed student organizations and decide along with ASWU Senate if they are approved.  For more information, contact Emily Morris at 503-370-6843 or via email at aemorris@willamette.edu.

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10. How do I create a website for my student org?

Student organizations 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 with the Web Development office. Contact the Web Development Office for more information via email at webdev@willamette.edu.

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11. What constitutes a defunct organization?

An organization becomes defunct if their yearly registration documents are not turned in by the end of spring semester.

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12. How do I restart a defunct organization?

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 section on "Starting an New Student Organization" for more information.

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13. How do I change the officers in my organization, such as the GL representative?

If any officer in your student organization is changing, please complete the Student Organization Update Form and submit it Renee Jaime in person (in the Office of Student Activities; 2nd floor of the Putnam University Center) or via email at rjaime@willamette.edu. 

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14. What is the procedure for airing grievances, concerns, or conflicts?

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.

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15. Where can I buy T-shirts for my organization or an event?

T-shirts purchased must comply with the University's Anti-Sweatshop Code of Conduct. Review the code online before purchasing.

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16. 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 (503) 375-5381.

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