How to Start or Renew an Organization
UW-Stout has nearly 150 student organizations on campus and new organizations are always popping up on campus! The Stout Student Association has a process in place for anyone looking to start up a new organization and every current organization must renew annually. Please read below for more information.
UW-Stout encourages all students to follow their passion. If you have an idea for a student org and something similar doesn't already exist on campus, you can apply for recognition. Please know that the process for starting a new organization can take anywhere from 2-4 months, depending on how much help and support you may need. Below are the basic requirements one must meet to be considered for recognition.
- Gather at least four (4) members
- Secure an advisor (any willing faculty/staff member)
- Draft a constitution (Samples are available if you need a little direction)
- Submit your request on OrgSync following the steps below.
- Log into OrgSync (www.orgsync.com/login)
- Go to your the “Organizations” tab at the top of the page and click “Add Organization”
- Click the green “Register New Organization” button on the upper right of the page
- Select “Student Organizations” and click submit
- Fill out the appropriate information on both pages
- Click Finish at the bottom of the page
After the above is completed the Organizational Affairs committee of SSA will review your submission and send a recommendation to the Student Senate. The Student Senate will then approve or deny the request to become a recognized student org. If approved, a representative of the org will need to meet with the Organizational Affairs Director to review the student org Code of Conduct.
To remain a recognized student organization at UW-Stout, the Stout Student Assocation requires that all organizations renew annually. This process begins toward the end of the spring semester must be completed no later than two weeks after the first SSA meeting in the upcoming fall to be included on the list of recognized student organizations for the 2013-2014 academic school year.
Student Org Renewal Timeline
What does this process look like?
1. Attend an Organizational Renewal Meeting (April)
The Organizational Affairs Director will email all Presidents AND your organization's Stout email account notifying your org to sign up for a meeting time. This notice will also be posted on OrgSync. Several meeting times will be offered for your convenience. The meeting lasts 30-45 minutes.
2. Update your organization’s OrgSync Profile (April – September)
An administrator within your organization must update all pertinent information within your portal’s profile.
- Edit the officers’ names and contact information (This step is critical as SSA and the Involvement Center need up-to-date information for officers to send important announcements and updates for orgs . Failure to update this information could result in your org not being renewed.)
- Upload a new constitution and/or bylaws if you’ve made changes.
- Update the membership roster for your organization
3. Have your Advisor submit the Advisor Agreement form (April – September)
This form can be accessed online at https://orgsync.com/11321/forms/71201. Please note the advisor must complete the form, NOT the student organization.
What happens if I don’t renew my organization by the deadline?
Those organizations that fail to complete any of these steps above will automatically be disbanded and will lose all rights of a recognized student organization.
Should an extenuating circumstance occur, by definition of the SSA, an appeal process shall be heard by the Organizational Affairs Committee. The appeal process will involve contacting the Organizational Affairs Director to meet with the Organizational Affairs Committee. The Organizational Affairs Committee will meet with an organization representative to hear the reasoning for failure to renew. The Organizational Affairs Committee will deliberate and notify the organization of renewal within one business week.
Keep in mind that all students who are members of a recognized student organization:
- Must maintain at a minimum, a 2.0 GPA (on a 4.0 scale) to be active in a campus organization.
- May only hold two major and/or minor executive office positions at one time. The two held positions cannot institute any bias within the student organizations. The Stout Student Association may only approve exceptions to this policy.
- Must follow the code of conduct and abide by all federal, state and local laws/ordinances, as well as the policies, procedures and guidelines of any off-campus facilities or localities where the organization, team, or group may be.
- SSA Code of Conduct - It's your responsibility to know it and abide by it!
- Give me the short version....
- Don't discriminate!
- You're liable for your actions!
- Clearly publicize your events!
- You're liable for all damages or activities at sponsored events!
- Don't work with suspended organizations!
- Live your mission - accurately represent your organization!
- No HAZING of any kind!
- Must knowingly follow all policies!
IMPORTANT: Any student organization violating these or other standards to which they are held may be subject to disciplinary action. Individual students involved in acts violating University policy may, in addition, face charges under UWS 17.
Have specific questions on starting or renewing an organization? Please contact:
- Garrison Gless, Organizational Affairs Director of SSA, email@example.com, or
- Krista Proksch, Involvement Coordinator, firstname.lastname@example.org or 232.1765
Please schedule an appointment to assure that the proper time is set aside to answer your questions! Thanks!