Resources

These resources are designed to aid you in forming and maintaining a successful student organization.


Student Organizations

  • Student Organization Update Form

    New executive leadership? New advisor? New club name?

    Complete this online form to update us of changes. (This information will go to Student Activities, Accounting, Scheduling, and others).

  • Student Organization Handbook
  • Poster Distribution Route
  • Finance 101: How to Receive and Use ASWU Funding

    Are you confused about the whole funding process works? Is it unclear when and how you receive your funding? If so, please look to our reader- friendly cheat sheet detailing the finance process and its approximate length.

  • How to Write a Constitution and By-Laws

    Looking for steps on how to write a constitution and/or by-laws? Use this resource!

  • Leader/Advisor Agreement

    Have a new advisor? After you've submitted the online Student Organization Update Form (see above), please download the attached Leader/Advisor Agreement (PDF). Review this document with your new advisor, sign it, and submit it to the Office of Student Activities (2nd floor of the Putnam University Center).

  • Sample Constitution

    If you are looking to start a new club or organization, use this resource to understand everything that is required to go into a constitution. The most successful clubs/organizations that go through the Club Approval process use this as a template and edit it based on their specific club.

Leadership

Contact Student Activities for more information and additional leadership development resources.

  • Leadership Strategies

    This resources has some important tips for how to be an effective student leader, complete with information about goal setting, effective meeting strategies, delegating responsibility, and more!

  • Transitioning Guidelines

    This resources outlines the best practices for officer transition meetings and retreats.

Programming

  • Approved Shirt Vendors

    This resource lists many of the shirt vendors that follow Willamette's policy for Anti-sweatshop vendors.

  • Guide to Programming

    This programming guide provides information about how to plan a successful event, complete with a checklist and timeline.

  • Publicity Basics

    This resource outlines everything you need to know about Publicity on Willamette's campus, complete with creative publicity ideas. For policies about publicity, visit the policy section of this webpage.

  • Risk and Liability Waiver

    If you are planning an event that requires students to participate in any activity that includes risk or liability, participants and leaders will need to fill out this waiver. Contact Student Activities for help modifying this template.

  • Movie Rights Flowchart

    Here is a simple flowchart to determine whether or not you need to obtain the rights to a movie before playing it for your club or organization.

  • Copyright Guidelines for Showing Movies and Other Audiovisual Works

    Do you want to show a movie on campus? This document has important information about copyright law and obtaining rights to show movies (and other audiovisual works including television shows, sporting events, etc.). 

Student Activities and University Policies

  • Academic Status

    All club leaders  must maintain a minimum 2.5 GPA and be in good academic standing (not on probation or warning)

  • Advisor Policy

    All student organizations must have an advisor who is current faculty or staff at Willamette. The advisor may not be on leave or sabbatical.

    If an advisor must end their service, the student organization is responsible for finding a new advisor (and submitting a Leader Advisor Agreement and Student Organization Update Form) to the Office of Student Activities within two weeks of the advisor's resignation.

  • Alcohol Policy
  • Annual Requirements for Student Organizations

    Annual requirements for Student Organizations include:

    • Attendance at a Student Organization Orientation 

    • Submitting a fall roster to the Office of Student Activities

    • Completing a spring registration process, which includes: a leader reflection form, spring roster submission, registration materials for the following academic year, and constitution review

    All processes and deadlines will be communicated to Club Presidents, Treasurers, and Advisors via club leader and advisor mail groups.

  • Anti-Sweatshop Vendor Policy
  • Film/Movie Showing Policy
  • Food Policy

    For information about Willamette's Food policy, visit the Student Organization Handbook at the top of the page.

  • Fundraising Policy
  • Hazing Policy

    For information about Willamette's Hazing policy, visit the Student Organization Handbook at the top of the page. To report hazing, contact the Office of Student Affairs at 503-370-6813.

  • Housing Policy

    No off-campus facility shall be designated as registered student organization, fraternity, sorority, or athletic team housing. All student housing shall be located on recognized university property. Any designation of an off-campus facility as a student organization, fraternity, sorority, or athletic team accommodation shall be subject to university disciplinary action according to (Standards of Conduct #19: Failure to abide by any published University policy or procedure, applicable local, state, and federal laws (including, but not limited to Housing policies, residential community agreements, and academic catalogs).

  • Non-discrimination Policy
  • Publicity Policy
  • Sponsorship Policy
  • Travel Policies and Procedures