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 the Office of Student Engagement & Leadership or email Student Engagement & Leadership.
- How do I re-register my existing student organization?
- How do I start a student organization?
- What are the academic policies for participation in a student organization?
- How do I find an advisor?
- What is the role of the advisor?
- How do I write a constitution and bylaws for my student organization?
- What is the Club Approval and Finance Committee and when do they meet?
- How do I create a website for my student organization?
- How does an organization become defunct?
- How do I restart a defunct organization?
- How do I change the officers in my organization, such as the GL representative?
- What is the procedure for airing grievances, concerns, or conflicts?
- Where can I buy T-shirts for my organization or an event?
- 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 takes place annually in the spring. Please contact Marwa Al Khamees for any urgent changes.
2. How do I start a student organization?
Click here for information about how to create a new student organization.
3. 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 Engagement & Leadership 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 Engagement & Leadership.
4. 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 Engagement & Leadership for assistance finding an advisor.
5. What is the role of the advisor?
Your advisor can play an important role in your organization. They 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.
6. 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 this sample constitution for specifics on how to create a constitution. Generally, constitutions require a 2/3 vote of the membership for adoption. Bylaws only require a simple majority for approval. If you are interested in creating bylaws for your organization, contact someone at the Student Engagement & Leadership office for ideas on what you can include.
7. What is the Club Approval and Finance Committee and when do they meet?
The Club Approval and Finance Committee meets weekly each semester. They review proposed student organizations and decide along with ASWU Senate if they are approved. For more information, contact Marwa Al Khamees.
8. How do I create a website for my student organization?
Student organizations have the ability to create their own websites using Cascade CMS. Each organization will select one member to become the web manager for the year. Web managers will sign up for a specialized training with the Web Development office. Contact the Web Development Office for more information via email at firstname.lastname@example.org.
9. How does an organization become defunct?
An organization becomes defunct if their yearly registration documents are not turned in by the end of spring semester.
10. How do I restart a defunct organization?
Regardless of when how long the student organization has been defunct, the student interested in restarting the club must begin the process of starting the organization like new. See the section on "Starting a New Student Organization" for more information.
11. How do I change the officers in my organization, such as the GL representative?
If any officer in your student organization changes, please complete the Student Organization Registration/Re-Registration form.
12. 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 Engagement & Leadership and speak with a staff member. Visit the Student Grievances Policy for more information.
13. 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.
14. Can I put a bearcat or Willamette logo on T-shirts?
Students who design shirts or any form of publicity with any University image or name must have the image approved. Send a proof of the artwork to Mike Wright (University Communications) with an explanation of what you intend to use it for.