Hello Student Organization Leaders!
You are receiving this email because you are a listed as a current officer to a recognized student organization. In this email, I will be explaining the re-registration process for you with clear instructions, links, images, and more. The re-registration process must be activated and completed by a current officer.
Re-registration is required for all recognized student organizations (excluding individual Fraternity and Sorority life chapters and Honor Societies). By re-registering, you are letting the Office of Student Leadership & Involvement know that your organization plans on being active next year. More information about these requirements can be found in the Student Organization Policies and Procedures Manual (SOPPs).
The re-registration process will open on April 4th after Council of Organizations and extends through May 1st at 11:55 PM. Opening after the April 4th Council of Organizations meeting gives you all time to send any questions with your representative as well as time for SLI to go over this in-person at the meeting. All re-registration requirements must be met by May 1st at 11:55 PM. This year, we will be utilizing RamConnect for our re-registration process. Below, you will find an explanation for the steps required for re-registration at WCU.
Steps to Re-Registration
-
Elections: Make sure that your organization has elected four unique undergraduate students to the following positions: President, Vice President, Secretary, and Treasurer. All students must have at least a 2.0 cumulative GPA.
- Advisor: Connect with your faculty/staff advisor to make sure that they will be your advisor again for next academic year. If you have trouble finding an advisor, please email involvement@wcupa.edu
- Council of Organizations: Send at least one incoming officer to the April 4th Council of Organizations meeting RSVP. This meeting is required for re-registration and will take place in Sykes Theater. This Council of Organizations meeting will go from 7 PM to 9 PM. Students will go to two different breakout sessions during this officer training. Attendance will be taken at the end of the night. Choices for the breakout sessions are below:
- RamConnect 101
- Conflict Management
- Complex Events and Event Planning
- Treasurer Tips
- If your organization has not completed a Budget Q & A session and wants to be able to submit a budget for less than $1,000 by April 7th, your COO representative can attend this session as one of their two breakout sessions to get credit for the Budget Q & A session. Please email Patricia Riley at priley2@wcupa.edu if you have questions about whether your organization attended a Budget Q & A session already.
- Marketing, Engagement, and Retention
- Activate Re-Registration on RamConnect: On your organization's RamConnect portal, you will see a message at the top of your portal asking you to activate your re-registration. After clicking the blue button to start re-registration, you will be asked to input your officer and advisor names. After that is submitted, a form will appear
- Complete the Re-Registration Form: The re-registration form will ask you for additional information about your officers and advisor as well as the following:
- Describe your current membership
- Describe programs from this year
- Instagram account name
- Off-campus addresses where club activities take place (required for compliance with the Clery Act)
- Current bylaws
- Two goals
- Acknowledgement that membership roster is accurate in your RamConnect portal
- ***The same current executive board member who activates the process must also complete the form.***
- Officer Confirmation: Each officer and advisor that is input into the re-registration process will receive an email from Campus Groups asking them to accept this position by clicking a button. Please let your officers and advisor know to accept this. Everyone you added will automatically be added as an officer to the portal!
- If your organization has additional positions like a social media position, fundraising position, etc., an officer will have to manually add those students as officers to the portal after this process.
- Advisor Confirmation
- Through clicking the button and additional outreach this summer, the Office of Student Leadership & Involvement will ensure that all advisors have confirmed their role by the start of the Fall 2023 semester.
What happens if your organization does not re-register
by May 1st?
Per the Student Organization Policies and Procedures Manual ( SOPPs), failure to re-register by the date assigned by the Office of Student Leadership & Involvement will result in suspension of your student organization. During a suspended status, organizations lose access to both their SSI account and space reservation privileges. You will have until the last Student Goverment Association meeting at the end of the Fall 2023 semester to re-register while in a suspended status. Failure to re-register by that date will result in the closing of your organization.
In the suspended status, SLI staff and Leadership Consultants are here to work with you to provide you with resources should you want to work toward re-registering in Fall 2023.
What if my organization wants to close now?
If you have voted as an organization to close this semester, please email Kimberly Farrer, Assistant Director of Student Leadership & Involvement, at kfarrer@wcupa.edu by May 1st.
Center for Student Involvement Locker Information
The Center for Student Involvement has 22 lockers available for student organizations to lease for the academic year. Once you complete the re-registration form, you will be automatically emailed the locker application. If you will not be returning to the organization next year, feel free to pass that link along to the new officers. Organizations must submit their re-registration form before being considered for a locker. Applications will be due May 1st at 11:55 PM.
Questions?
The Office of Student Leadership & Involvement and the Leadership Consultants are here to help you through this process. Please send any questions with your COO representative on April 4th, stop-in to see a Leadership Consultant in the Center for Student Involvement during their office hours, or email involvement@wcupa.edu to set-up a meeting with a staff member from the Office of Student Leadership & Involvement.
Thank you!
Kimberly Farrer
Assistant Director of Student Leadership & Involvement
kfarrer@wcupa.edu
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