Registered Student Organization Handbook

The Office of Student Engagement (OSE) exists to engage campus, empower students, and develop leaders.

Office of Student Engagement (OSE) Main Office

1070 Arcadia Loop

Kalamazoo, MI  49008-5356

Phone: 269-387-2115

Fax: 269-387-2185

Website: wmich.edu/studentengagement

Student Organization Center (SOC)

WMU Student Center

Student Media Group (SMG)

The Student Media Group was created in 2013, bringing together the Western Herald and WIDR 89.1 FM the SMG umbrella to serve the media needs of the students at WMU. Located in the Student Organization Center.

Website: wmich.edu/studentengagement/studentmedia

Faith and Spiritual Development 

OSE

Phone: 269-387-2119

Website: wmich.edu/student-center/kanley 

Student Center 

A vibrant community center for campus life. Students and community members can visit the Student Center to eat, buy textbooks, use the computer lab, attend RSO meetings, and more.

Phone: 269-387-4860

Website: wmich.edu/studentcenter

Division of Student Affairs (DOSA) 

Envelops all areas of student services (residential life, student conduct, student activities, recreational sports, wellness, career development, counseling and testing services, multicultural affairs, campus police, Student Center, etc.) 

Website: wmich.edu/studentaffairs

Sindecuse Health Center Counseling Services

Sindecuse staff serve Western Michigan University in diverse ways. Nursing services include, but are not limited to, international travel consultation, immunizations, allergy injections, pregnancy testing, EKGs, drug screening, suture removal, ear lavage, and blood pressure checks.

Website: wmich.edu/healthcenter

Counseling and Testing Center

Counseling Services provides psychotherapy and mental health assistance to enrolled WMU students only. Students with full- or part-time status, including those at regional campuses may use our services.

Website: wmich.edu/healthcenter/counseling

WellTrack Self-help App

Free online self-help resource available to all WMU students, faculty, and staff. WellTrack users are able to assess their personal well-being and access resources tailored to address symptoms of stress, anxiety, and depression.

Website: wmich.edu/healthcenter/counseling/useful-apps/welltrack

Montgomery Essential Needs

Montgomery Essential Needs can support you with meeting your basic needs, like groceries, personal care items, unexpected bills and more. 

Website: wmich.edu/essential-needs 

WMU Department of Public Safety (DPS)

Focuses on four main areas: police, parking services, environmental health and safety, and security administration.

Website: wmudps.wmich.edu

Uwill 

Uwill offers free access to teletherapy that is open 24 hours a day, seven days a week throughout the year to all enrolled WMU students, regardless of their location.

All students have access to 30-minute sessions. After three initial appointments, students can access two additional sessions. WMU mental health staff will then work with students to explore options going forward, given the spectrum of support on campus.

In addition to those resources, Uwill offers unlimited 24/7 year-round access to a crisis hotline by calling (833) 646-1526.

Website: wmich.edu/students/health/uwill

Academic Resource Center

WMU offers multiple academic support services to all students, as well as specialized programs available to certain populations of students.

Website: wmich.edu/tutoring

Career and Student Employment Services

This is your home base for exploring career options, job searching, interviewing, negotiating and finding internships. All these resources are available to WMU students, employers hiring Broncos, WMU alumni, student-employee supervisors, WMU faculty and staff, and students’ families.

Website: wmich.edu/career

Registrar’s Office

The mission of the Registrar's Office is to support learning, discovery, and global engagement at Western Michigan University by maintaining the accuracy, integrity, and security of student records, ensuring compliance with academic policy and higher education regulations, and serving the diverse and changing needs of the campus community. Services provided by the Registrar's Office include course record management, classroom assignment, final exam scheduling, publication of the University's Undergraduate and Graduate Catalogs, academic record creation and maintenance, student registration information, grade processing, transcript issuing, degree auditing, and graduation. 

Website: wmich.edu/registrar

Office of Diversity and Inclusion

ODI provides leadership and accountability in guiding systemic change in order to be equitable in access, resources, and opportunities for all in the WMU community.

Website: wmich.edu/diversity

Multicultural Center

The Multicultural Center at Western Michigan University provides the university student population with spaces for study, meetings, projects, and conversation. It also provides information on diversity and ethnic and cultural issues through speakers, events, exhibits, and displays scheduled by university groups and organizations. 

Website: wmich.edu/diversity/center

Multicultural Affairs for Students

Multicultural Affairs for Students helps students identify their unique purpose and potential by providing them with opportunities to discover and develop talents and interests. We strive to create an environment that enables them to grow and thrive intellectually, culturally, professionally, and personally throughout their college experience. We foster community involvement and promote a campus climate that respects and appreciates the history, culture, and traditions of all students.

Website: wmich.edu/multicultural 

Disability Services for Students (DSS)

Disability Services for Students at Western Michigan University strives to make education accessible and remove barriers to student success.

Website: wmich.edu/disabilityservices

LBGT Student Services

The Office of LBGT Student Services offers support, education and advocacy around issues of gender identity/expression and sexual orientation to the WMU community. We collaborate with student organizations, university departments and local organizations to provide our campus community with access to healthy resources, activities, and support services.

Website: wmich.edu/lbgt

International Student and Scholar Services

On this page, you will find resources for prospective international students, including information about virtual tours and meetups, funding opportunities, and how to apply.

Website: wmich.edu/internationaladmissions

Aira access in WMU 

Website: wmich.edu/disabilityservices/accessibility/aira

ExperienceWMU Website

Discover unique opportunities at Western Michigan University to get involved in Registered Student Organizations (RSOs) and event opportunities. 

Website: https://experiencewmu.wmich.edu/

The Office of Student Engagement (OSE) recognizes hundreds of Registered Student Organizations (RSOs) at WMU. Currently enrolled WMU students come together to form RSOs around common interests and communities. An RSO must include a minimum of four (4) students, but some consist of hundreds. OSE staff members engage students in learning and personal development by advising, not supervising, student organizations.

Registered Student Organizations (RSO)

The purpose of registering student organizations is to give them access to university facilities, funding, and opportunities for leadership development. 

The university will officially recognize student organizations and agencies that meet the criteria below. However, such recognition does not imply that WMU is liable for the actions of an organization because of its association with the university. Furthermore, the student organization agrees to assume responsibility and indemnify and hold harmless WMU, its trustees, employees, and agents for any and all liability that may result from actions conducted on or off campus, including, but not limited to judgment costs, attorney’s fees, discovery costs, or other expenditures.

In the event that an RSO engages in behavior or sponsors an event or an activity, which, in the judgment of the university, is adverse to the best interests of the university, the university may intervene and take appropriate corrective action. In such an event, the university will, to the extent practicable, work with the RSO to minimize disruption and to provide guidance on appropriate RSO behaviors and activities.

Organizations that promote and/or involve drugs, alcohol, and/or intentional discrimination of any group will not be approved or recognized by the OSE. Additionally, any organization with goals or objectives that do not support the mission of the OSE and the University will not be approved. 

Student Assessment Fee Agencies

Student Assessment Fee (SAF) Agencies are student-led organizations that receive funding through the SAF to provide programs, services, events, and opportunities that benefit the broader Western Michigan University student community.

Unlike most RSOs, SAF Agencies typically serve a larger campus wide purpose and are entrusted with managing allocated student funds to support their operations and impact. These agencies help create engagement opportunities, build community, provide leadership experiences, and enhance student life outside of the classroom.

Each SAF Agency has a distinct mission and area of focus, but all are expected to:

• Support and enrich the student experience
• Operate responsibly and steward student funds effectively
• Provide opportunities that are accessible to the WMU community
• Maintain accountability through university policies and reporting processes

SAF Agencies play an important role in shaping campus culture and creating experiences that contribute to student success, belonging, and engagement. Our current SAF Agencies are:

• Campus Activities Board
• Graduate Student Association
• Sports Club Council
• Student Media Group
• Western Student Association

Acknowledged Student Organizations (ASO)

Acknowledged Student Organizations (ASOs) are student groups recognized by WMU for their desire to gather and build community, but who prefer to operate with minimal requirements. ASOs are ideal for small, interest-based, or informal groups that want a simpler path to organizing on campus without the formal structure of a Registered Student Organization.

Requirements for ASOs:

1. Membership: Must maintain a minimum of three (3) currently enrolled WMU student members.
2. Constitution: Must submit a basic constitution outlining the organization’s purpose, membership, and meeting guidelines.
3. Acknowledgement Process: Must complete a brief acknowledgement process through ExperienceWMU each academic year.
4. ASOs are not required to have an advisor or attend leadership training.

Benefits for ASOs:

1. Room Reservations: May be eligible to reserve campus spaces for meetings and events; however, not classrooms.
2. Community Building: Opportunity to create a social or identity-based space for students with shared interests.
3. Simplicity: Less administrative burden allows for greater flexibility and independence.

Limitations of ASOs:

• Not eligible for Student Assessment Fee (SAF) allocations.
• Not eligible for official WMU email accounts
• Not eligible for Student Organization Center (SOC) space.
• Not eligible to apply for leadership development programming, Golden Bronco Awards, or university-sponsored marketing tools.
• May not access certain resources reserved for RSOs or SAF-Funded Organizations.

RSO Classifications

• Academic
• Cultural-International
• Faith/Spiritual
• Fine & Performing Arts
• Fraternity
• Honorary
• Media
• None
• Political & Social Action
• Service-based
• Sorority
• Special Interest
• Sports & Recreation
• Student Government

RSO Registration Requirements

To become a Registered Student Organization recognized by WMU, RSOs student groups must complete the following steps:

1. Register (or re-register) on the ExperienceWMU website. A minimum of four (4) members with wmich.edu email addresses must be listed before the organization can be approved. Students who are listed as members or officers of an organization must be currently enrolled WMU students, should be in good academic and disciplinary standing with the university, and should meet the criteria stated in the organization’s charter or constitution.
2. Create or update a current constitution that includes:
   1. The organization’s name
      1. The organization’s purpose
      2. Finances section
      3. This exact statement: “{Name of RSO} will follow and be subject to all University policies, procedures, and practices regarding student organization accounts and finances.”
      4. Statement of disposition of funds if the organization ceases to exist. Usually, this statement says funds will be given to a nonprofit, WMU department, another RSO, or a headquarters organization. Funds cannot be left in an account for any period of time or given to members. This statement must be present regardless of the organization’s plans to acquire/not acquire funds.
      5. This exact statement of compliance: “{Name of RSO} will comply with all OSE and University policies, procedures, and practices and all local, state, and federal laws.”
      6. This exact nondiscrimination statement: “{Name of RSO} will not discriminate on the basis of race, color, religion, national origin, sex (including sex stereotypes, sex characteristics, pregnancy and related conditions), sexual orientation, gender identity, age, protected disability, protected veteran status, genetic information, height, weight, familial status, or marital status.”
      7. Nondiscrimination statement modeled on the University’s nondiscrimination policy. Website: wmich.edu/policies/non-discrimination.
3. Example: RSO Sample Constitution.
4. Identify an RSO Advisor. All RSOs must have an advisor (a WMU faculty member, staff member, graduate assistant, or qualified community member) to register or re-register. The advisor must be a faculty, staff, or graduate student of WMU or a community member with a vested interest and skills relevant to advising the RSO. You will need to work with them to complete two required forms: the RSO Advisor Expectations form and the RSO Advisor Letter of Intent form. 

To become an Acknowledged Student Organization (ASO) recognized by WMU, all student groups must complete the following steps:

1. Register (or re-register) on the ExperienceWMU website.  A minimum of three (3) members with wmich.edu email addresses must be listed before the organization can be approved.  Students who are listed as members of an ASO must be currently enrolled WMU students and must be in good academic and disciplinary standing with the university.
2. A simple constitution is required. Example: ASO Sample Constitution
3. No advisor required.
4. No orientation required.
5. No officers required.

Each academic year, RSOs and ASOs must complete this process to register with WMU officially. A club or organization will not be officially recognized as an RSO and cannot receive benefits unless it is registered. Best practice is to re-register existing organizations between Spring Break and finals, but new organizations can begin the registration process at any time. ExperienceWMU will save your information from the previous year, so you do not need to start from scratch.

To begin, use the ExperienceWMU website. Type in the name of your existing RSO and click “Re-register,” or if you are starting a new RSO, scroll down to “Register a New Organization.” The portal will guide you through the process step by step. You will be prompted to upload your required documents, including the updated RSO Constitution, RSO Advisor Letter of Intent, and RSO Advisor Expectations form, so be sure you have those ready when you go to register. If you have any questions or need help registering your organization, contact the RSO Development Specialist: @email 

For an RSO to remain a registered and recognized student organization, all of the executive-board members must be current WMU students.  A current student is defined as an undergraduate or graduate student taking at least 3 credits. The names of the president and financial officer must be provided each year during the re-registration process or if they change at any point throughout the academic or calendar year. 

Serving on Multiple Executive Boards

To protect the integrity of student organizations at WMU, groups may not create additional organizations with the same executive board. This policy is in place to prevent students from manipulating the system, reduce the risk of burnout among student leaders, and create fair access to leadership roles for all students.

Student organizations cannot register new groups if the core leadership positions (such as president, vice president, treasurer, and secretary) are held by the same individuals in both organizations. This includes any attempt to duplicate or mirror the executive board of an existing organization.

All new organizations must submit a proposed executive board when applying for registration. OSE will review the list to confirm it does not duplicate leadership from another group. If a duplicate executive board is found, the new organization will not be approved. In some cases, the status of the existing organization may also be reviewed and changed based on the circumstances.

Academic Standards for RSO Officers 

This guideline is intended to closely align RSOs with the mission and academic goals of WMU and to ensure that all student leaders appreciate and uphold the value of scholarship while being actively involved in the campus community. 

OSE recommends that all RSO executive board members adopt a minimum 2.3 GPA standard for elected or appointed positions. Organizations with a pre-existing academic standard above 2.3 are encouraged to maintain their own higher standard. OSE can check grades for RSOs with an official request by the president or advisor of the organization. (Requests will take approximately 10 business days to complete, so please plan accordingly.) 

Form: RSO Grade Waiver

Once your organization meets the basic registration requirements (including good standing with the university), it will be granted active status. Active status will allow your organization to take advantage of the privileges granted to Registered Student Organizations. 

ExperienceWMU Database

ExperienceWMU also has a database that allows students to explore other registered organizations and learn how to connect with them. ExperienceWMU can also be used as a way to create surveys, other forms, and election ballots for organizations while also providing the opportunity to create and advertise campus events. Also available to ASOs.

Student Organization Center Information

We invite all RSOs to apply for a space in the Student Organization Center (SOC). In this space, there are offices, desks, and storage lockers that RSOs may apply for. In addition, we have larger storage spaces available for large items belonging to registered student organizations. Please know that ALL these spaces must be applied for each year, and that your engagement in the space, if you previously had one, will be considered when reviewing your application. Your RSO may apply for spacing in the SOC through this link (https://experiencewmu.wmich.edu/forms) starting March 1st of every year.

Mailboxes 

RSOs can receive a mail cubicle with their SOC space in the Student Center. If the OSE happens to receive mail on behalf of an RSO, we will work to distribute it to the cubicles provided on an as-needed basis. For questions about mail, please call the OSE at 269-387-2115.

WMU Email 

RSOs can request a WMU email address. (Or request a reset to an existing RSO WMU email.)

Request form: Email Request Form

All email holders must follow the policies and rules governing the use of WMU email accounts.

Website: wmich.edu/it/rules/emailaddress

Representation at Western Student Association

Every organization has the option to participate in campus issues via the Western Student Association (WSA). All organizations are granted one representative position in the WSA Senate. WSA representation is mandatory for RSO allocations.

Website: wmuwsa.org

Mediation and Conflict Resolution Services

Periodically, RSOs may have an internal issue that requires mediation from an unbiased, outside entity.  OSE has professionals who can assist an organization in achieving a resolution diplomatically.  However, OSE will not intervene unless asked by all parties to enter as a mediator.  

To set up a meeting, please contact the Director of Student Engagement: @email. 

Accessibility

For questions about building accessibility, please contact the appropriate Building Coordinator by navigating to this website and selecting the name of the building in question.

Website:  fm.wmich.edu/ap/bldg/buildingList.php?sort=code 

Reservation Process for Academic Buildings

• Advance Notice: Requests must be submitted at least 5 business days in advance. (Note: We are closed on Saturdays and Sundays.)
• Email Requirement: All requests must come from a wmich.edu email address. Personal email accounts (e.g., AOL, Gmail, Yahoo) will not be accepted.
• Advisor Eligibility: Advisors must be active WMU faculty or staff members. Student members, friends, or community members cannot serve as official advisors in this specific capacity.
• By Student: Reservation cannot be made by the advisor.
• Building Hours: Academic buildings (Sangren, Brown, Dunbar, Kohrman, Rood, Schneider, and Wood) close at 9 PM Monday–Thursday and 5 PM on Friday. They are not available on weekends.
• Reservation Method: Reservations cannot be made in person or by phone. All requests must be submitted through the online form
• Form: RSO Request for Academic Classroom Space

Student Center Reservations

There are several meeting rooms available for conferences, events, and meetings for all Registered Student Organizations (RSOs), university departments, professional organizations, and the community. The Student Center is wheelchair accessible and has an elevator.  Specific guidelines and procedures on how to reserve a room in the Student Center can be found on their website.

Website: wmich.edu/studentcenter/reservation 

Multicultural Center

The Multicultural Center (MCC) at WMU provides the university student population with spaces for study, meetings, projects, and conversation. The MCC is located in the Trimpe Building on campus.  For reservations, see the Office of Diversity Inclusion website.

Website: wmich.edu/diversity/center

Residence Halls

Residence hall spaces are not open to the public. Lounge and meeting room space is intended for use by the residents of the hall. As such, outside groups and individuals are not able to use the space for meetings and other purposes. Resident requests for space are fielded by Hall Directors. 

• Residents can host a group/organizational meeting in the halls, but not on a regular basis.  The residence halls are not intended to be a regular meeting place for RSOs, mentoring, or informal groups.  RSOs need to make arrangements via the Student Center or academic buildings (Registrar’s office).
• Internal (created by residence hall students) faith-based study groups that meet on a weekly basis can be approved.  It is recommended that a suitable space be found for them to meet that balances their needs while leaving large programming/academic space open and available.
• Dance groups should not meet or practice in the residence halls.

For questions about these procedures, please contact Laura Darrah, Assistant Director of Engagement and Assessment, Housing and Residence Life: @email or 269-387-4463.

Student Recreation Center

The Student Recreation Center at Western Michigan University is 240,000 square feet of fun! We allow imagination to flourish as you create the right setting or ambiance for a successful event. Hosting your event at the rec center is affordable and convenient and provides a safe, interactive environment. We can customize a rental package to meet your organization's needs—small or large, indoor or outdoor. Our space is equipped with storage for decorations and supplies, along with walkie-talkies for communication with on-site participants. Ask about the various equipment available for rent.

• SRC Inquiries
• SRC Available Rentals
• SRC Rental Forms
• SRC Rental Policies

Outdoor Space

Reserving outdoor space is done through the Student Center main office. Procedures to reserve outdoor space can be found on their website

Website: wmich.edu/studentcenter/outdoor-reservation

Outdoor Space Locations

• Goldsworth Valley Pond
• The Fountain Plaza (Approval from Miller, Dalton, and Shaw staff may be required.)
• The Pavilion
• Board of Trustees Plaza
• Sun-Dial Area
• Campus Center, W Plaza (flagpoles)
• Amphitheater
• Grass Area in front of the Student Center (Approval from Student Center staff may be required.)
• Faunce Student Services Building Courtyard
• Outdoor Field Areas: A field permit is required for the use of outdoor university recreation grass spaces. For more information about obtaining a field permit, contact Chris Voss, University Recreation: @email or 269-387-3772.

Student Assessment Fee Allocation Agencies

Western Student Association

The Western Student Association Allocation Committee (WSAAC) is a standing committee of the Western Student Association (WSA), with the primary function of allocating a portion of the funds collected through the Student Assessment Fee. During the fall and spring semesters, WSAAC distributes guidelines and procedures for applying for available funds. 

For the most current guidelines and procedures, please visit their website.

Website: wmuwsa.org/funding

Contact WSAAC at @email.

Graduate Student Association 

The Graduate Student Association (GSA/GFAC) is a committee of and for graduate students at WMU. GFAC is the Graduate Financial Allocation Committee, a standing subcommittee of GSA. GFAC is charged with the allocation of Student Assessment Fee funds to primarily graduate-level RSOs.

For the most current guidelines and procedures, please visit their website.

Website: wmugsa.org

Contact GFAC at @email.

Sports Club Council

Sports Club Council (SCC) is committed to promoting sports clubs at WMU by providing resources and support to help ensure the growth of club teams. For complete funding rules and responsibilities, contact the Student Recreation Center.

For the most current guidelines and procedures, please visit their website.

Website: wmich.edu/rec/sportsclubs/sportsclubcouncil/allocationprocess

Contact Kyle Belback at @email.

Student Sustainability Fee Funding

The Student Sustainability Grant Allocations Committee (SSG-AC) is an all-student grant review committee for the Student Sustainability Grant (SSG). SSG-AC supports the sustainability initiatives of individuals and RSOs. The SSG-AC holds deliberations once per semester (fall and spring).

For the most current guidelines and procedures, please visit their website.

Website: wmich.edu/sustainability

Contact @email.

Golden Broncos

Golden Bronco awards are a way to recognize your RSO or specific student leaders for a year of outstanding accomplishment and achievement. Nominations can be submitted through ExperienceWMU during the spring semester. Some examples of past Golden Bronco Awards include: 

• RSO of the Year
• Most Improved RSO of the Year
• Best New RSO
• Greek Emerging Leader of the Year

For questions regarding Golden Bronco awards, please contact the RSO Development Specialist at  @email. 

RSO advisors are important because they are role models for students, and their involvement in the organization provides learning experiences that are transferable to situations beyond college. Advisors are not required for ASOs. To assist the RSO and the advisor, the OSE offers the following list of responsibilities: 

Advisor Responsibilities to the RSO

• Serve at the discretion of the organization.
• Assist officers in understanding their duties, administering programs and plans, organizing projects, and making appropriate transitions.
• Preserve the continuity of the organization through the constitution, traditions, files, and minutes.
• Encourage the use of procedures to ensure that the meetings run in an efficient, orderly, and consistent manner.
• Encourage students to understand and apply democratic principles, including the recognition of diverse opinions and rights.
• Attend as many organization meetings and events as possible.
• Articulate campus policies and procedures and help cut through “red tape” when necessary.
• Support officers and be available for the evaluation of ideas.
• Facilitate discussions among officers and between officers and members.
• Assist with resolving disputes within the organization.
• Be familiar with the national structure and services if relevant.
• Assist with specific university services, for example, obtaining an organization account or obtaining facilities.
• Consult on programs.
• Advise individual students when necessary.
• Advise on financial matters, but do not directly apply for allocations.
• Assist the organization as needed.
• Provide historical context of RSO to new leadership/information necessary for leadership transitions.

RSO Responsibilities to the Advisor

• Notify the advisor of all meetings and events.
• Confer with the advisor on plans, projects, and events.
• Consult with the advisor before making structural or policy changes.
• Understand that although the advisor has no vote, they should have speaking privileges.
• Remember, the responsibility for the success or failure of group projects rests ultimately with the group, not the advisor.
• Acknowledge the advisor’s time and energy and express appropriate appreciation.
• State clearly and openly the expectations of the advisor.
• Evaluate the advisor and periodically give appropriate feedback.

Source: Reinhardy, G. Training organization advisors. Student Activities Programming, 1981, 14(1), 39-41. Appendix A.

Any student who chooses to enroll at WMU assumes the obligation for conduct that is compatible with the university's mission as an educational institution. While students have the privilege to enroll at the institution of their choice, choosing to enroll at WMU requires a student to become aware of, and abide by, the behavior standards of the university. Ignorance of acceptable boundaries of student behavior as contained in the RSO Handbook and/or the Student Code is not a basis for excusing inappropriate behavior. 

Website: wmich.edu/studentrights/code

OSE has the official role of recognizing student organizations at WMU. Members of RSOs must adhere to all current university and OSE guidelines and procedures, and all those developed in the future. 

The rocks between Goldsworth Valley Pond and Gilkison Avenue have been designated for painting by Registered Student Organizations on campus. No other painting of any sort is permitted on any other university property. Violators will be subject to full restitution in accordance with the Student Code of Conduct. Guidelines for painting the rocks:

1. Painting the rocks is on a first-come, first-use basis. All organizations have equal access to the rocks.
2. Clubs and organizations may not cover or “guard” the rocks after painting them and thus may not prevent other organizations from painting over their work.
3. The purpose is to promote RSOs.
4. All drawings and words must be appropriate.

Flyer and Poster Guidelines

Flyer and poster guidelines website: wmich.edu/policies/posting

Electronic distribution guidelines website: wmich.edu/policies/mass-email

Social media posting website: wmich.edu/policies/social-media

Student Center posting guidelines website:  wmich.edu/studentcenter/policies/flyer 

Residence Life posting guidelines website:  wmich.edu/housing/postingpolicy

Student Recreation Center posting guidelines website: wmich.edu/rec/about/policies#posting

Academic Buildings

Contact the Building Coordinator about the requested building.

Website: fm.wmich.edu/ap/bldg/buildingList.php?sort=code

Public Events Policy

Political Activities Policy 

Social Media Policy 

RSOs interested in organizing philanthropic donations (food drives, clothing collections, Toys for Tots, etc.) must work directly with the coordinator(s) of the building(s) in which donation bins will be placed. RSOs must comply with all guidelines and procedures set forth by the building(s)’ coordinator(s). 

Contact the Building Coordinator about the requested building.

Website: fm.wmich.edu/ap/bldg/buildingList.php?sort=code

Screening of Copyrighted Movies on Campus

The Federal Copyright Act (Title 17 of the United States Code) governs how copyrighted materials, including films, television programs, and streamed content, may be used and displayed.

Purchasing, renting, borrowing, subscribing to, or accessing a film or streaming service does not automatically include the right to show that content in a public setting. In most cases, showing copyrighted audiovisual content outside of a private residence is considered a public performance and may require permission or a public performance license from the copyright holder.

Educational and Instructional Use

Federal copyright law provides a limited exemption for certain instructional activities. To qualify for this exemption, the showing of a film generally must:

• Occur in a classroom or similar instructional setting.
• Be directly connected to face-to-face teaching activities.
• Be part of the systematic instructional activities of a course.
• Be limited to students enrolled in that course.
• Use a lawfully obtained copy of the work.

Showing a movie for entertainment, social engagement, recruitment, club activities, celebrations, residence hall programming, or other non-instructional purposes typically does not qualify for this exemption and may require licensing.

Streaming Services

Personal streaming subscriptions (for example Netflix, Hulu, Disney+, Max, Amazon Prime Video, YouTube TV, etc.) generally do not grant public performance rights for campus events, organization meetings, residence hall programs, or public gatherings. Even if content is accessed through a personal or university-affiliated account, additional permissions or licensing may still be required before showing content publicly.

Public Performance Licensing

When a public performance license is required, permission must be obtained from the copyright holder or an authorized licensing agency before the event occurs.

Common licensing providers include:

• SWANK Motion Pictures: www.swank.com
• Criterion Pictures USA: www.criterionpicusa.com
• Other licensing agencies or distributors, as determined by the rights holder

Building and Space Requirements

In addition to copyright compliance, university buildings and spaces may have additional operational requirements or restrictions related to audiovisual content, event approval, technology use, occupancy, or licensing. Event organizers should consult with the building coordinator or facility contact before scheduling any screening or showing copyrighted material.

Questions

Questions regarding film screenings, streaming content, or public performance licensing may be directed to:

Office of Student Engagement
269 387 2115
wmich.edu/studentengagement/contact

Office of Marketing and Strategic Communication
269 387 8400
wmich.edu/marcom/contact

This information is provided as general guidance and does not constitute legal advice.

Any RSO or university affiliate interested in sponsoring and organizing a ball or dance should contact the assistant director of campus engagement to set up a meeting at least one month in advance. All event and security procedures apply. 

Contact Tyler Maruschak at tyler.maruschak@wmich.edu

As an open community, WMU protects freedom of expression and powerfully affirms civility. As such, all members of the university community and all those who visit our community are expected to respect the rights and dignity of others. All event and outdoor space guidelines apply. 

For the full policy on the First Amendment on campus, please visit the website.

Website: wmich.edu/freespeech/first-amendment

Fundraising and Solicitation

Registered Student Organizations may conduct fundraising activities to support their mission, programs, travel, events, or organizational operations, provided all university policies and applicable laws are followed.

Office of Student Engagement Role

The Office of Student Engagement supports student organizations in navigating university processes but does not manage organization funds or fundraising activities. Specifically, the Office of Student Engagement:

• Does not collect, hold, deposit, or distribute fundraising proceeds on behalf of student organizations.
• Does not process payments for organization fundraisers.
• Does not promote or distribute fundraising campaigns through official fundraising channels.
• Is not responsible for tracking, reconciling, or safeguarding funds collected by student organizations.

Student organizations are responsible for independently managing fundraising activities and complying with university, local, state, and federal requirements.

Residence Hall Fundraising and Solicitation

All fundraising activities taking place within residence halls must receive approval from the Office of Housing and Residence Life. No fundraising or solicitation by student organizations may occur in residence halls or cafeteria foyers without explicit permission. Sales of food by non-residence hall groups are not permitted in residence halls.

Leafleting, distribution, and solicitation by university organizations for non-revenue-producing purposes must also be approved by the Office of Housing and Residence Life.

At no time may postings be placed under residence hall room doors except for materials authorized by Housing and Residence Life.

The following conditions apply to activities occurring in residence hall lobbies and cafeteria foyers (not within cafeteria dining spaces):

• Approval has been obtained from the Office of Housing and Residence Life.
• The time and duration are established and approved prior to the activity.
• Activities do not interfere with normal residence hall operations.
• The area is restored to its original condition following the event.

Additional Building Requirements

Individual university buildings and departments may maintain additional requirements related to fundraising, solicitation, sales, reservations, or event approvals. Student organizations are responsible for checking with the appropriate building coordinator or facility contact before conducting fundraising activities in any campus space.

Questions

For fundraising and student organization questions, contact the Office of Student Engagement at 269-387-2115 or wmich.edu/studentengagement/contact.

For residence hall approvals and policies, contact the Office of Housing and Residence Life at 269-387-4735 or wmich.edu/housing/contact.

For detailed event safety and security measures, please review WMU’s Public Events Policy.

Event Checklist

1. Funding and Payment

   1. Make a budget
   2. Identify potential funding sources/allocating bodies
   3. Contact RSO Financial Advisor for assistance with paperwork, including contracts
   4. Determine paperwork deadlines in advance and plan accordingly

2. Transportation and Lodging

   1. Connect with agent/artist/for arrival/transportation information
   2. Transportation rental
   3. Hotel confirmation

3. Promotional Considerations

   1. Complete marketing plan
   2. Get advertising materials approved and distributed
   3. Use campus media and advertising sources: WIDR 89.1 FM, EduCABLE, MTV U, Western Herald, Student Events Calendar

4. Venue/Event Space

   1. Check with the venue about the reservation/set up/catering (if needed)
   2. Reserve all for outdoor space reservations
   3. Check on any special requirements (security, stage, room set-up, etc.)
   4. Technical issues
   5. Notify Student Engagement if attendance will be larger than 100

5. Volunteers

   1. Setup/Tear Down/Clean Up
   2. Greeters/Tickets/Counters
   3. On-Stage/Sound Help/Announcements

Statement of Date Auctions

The purpose of this statement is to briefly discuss four aspects of date auctions that make them inappropriate (in the opinion of the OSE). It is not our intent to propose that the organizations that have sponsored date auctions in the past had any intentions of promoting or endorsing these issues. Rather, it is our intent to promote awareness of these concerns and point out potential problems and liabilities for future consideration.

1. Racial Insensitivity

   Date auctions tend to have the appearance of and the “trappings” of slave auctions. Slave auctions were a very real and tragic part of the history of this country. Regardless of the intent of a date auction, it still involves one person “bidding” for the services of another person. Whether the services consist of work or time or something else, an auction of this type consists of one person paying a second person (or organization) for the services of a third person. The bidding process invariably involves a comparison of the relative “value” of each person being auctioned. On a campus where equality, openness, and sensitivity are valued, any activity that suggests the auctioning of one human being’s services to another is inappropriate.

2. Perceived Entitlement

   An extension of the issues above is the need for us all to respect the rights of others and to know that a person cannot be bought. One of the dangerous attitudes that continues to exist between people is the concept of “whoever pays is entitled.” Many date rapes result from the assumption on the part of the individuals that whoever pays for the “date” is entitled to more than what the other person wanted. Date auctions can tend to create an environment where those expectations may be used to the disadvantage of one or the other participants.

3. Gender Dynamics and Sexuality

   It is important to consider societal presumptions regarding gender dynamics when thinking about date auctions. Generally speaking, heterosexual cisgender men often feel entitled to the time and attention of women, which can lead to unsafe situations for women being auctioned as dates. Furthermore, date auctions can lead to normative assumptions about the gender identity and/or sexuality of the person being auctioned. The date would go to the highest bidder, regardless of the sexual and gender identity of either party. Therefore, there is always the potential for discriminatory and exclusive practices regarding gender identity and sexuality in date auctions. 

4. Personal Safety

   A date auction often involves a “well-known” person spending time with a stranger on a “date” that an individual otherwise might not have chosen to spend time with at all. The organization sponsoring the auction has no way of knowing the motivations of the people doing the bidding. A “fatal attraction” circumstance is possible, where the date auction becomes a very convenient means by which a person has the opportunity to “buy” some time with the person to whom the individual is attracted. Although the possibility of this scenario may seem extremely remote, it has considerable liability implications for the organization sponsoring the event. Date auctions are usually held to raise money for good causes. The organizations have very good intentions in sponsoring the activity. Given the above concerns, which expose the potential for persons and/or groups to be offended or hurt, date auctions may be perceived to be an ill-conceived way to raise money. 

5. If an organization wants to hold an auction, we would encourage the auctioning of items, such as tickets to an event or dinners at a particular restaurant, rather than auctioning individuals. 

   Developed by Texas A & M University (used with permission)

Risk Management Overview

Due to the nature of RSO activities, certain types of risk are more prevalent than others. It is important for you to be aware of risk management and consider potential risks.

Any possibility of loss, harm, or damage to individuals, property, or organizations associated with an activity or event would be considered to be a risk. The goal of risk management is to identify, control, and minimize the negative impacts on your organization. It is expected that RSOs take the steps necessary to manage the risks associated.

Please note that the students within your RSO (and not WMU) would be held liable for any incident since RSOs are not affiliated with the institution.

You do not need to have every risk management policy memorized. However, it may be helpful to refer back to this information (or have this information on hand) while planning an event/activity. 

Assumption of Risk

In current legal tradition, waivers of personal rights have generally been ineffective in protecting an organization from harm or damage sustained by an individual during a sponsored event or activity. A better method of protecting your organization from personal injury and damage claims is the “Assumption of Risk” form.

Individuals participating in an activity or event should sign this form. The form acknowledges that the individual is aware of the potential risk involved in the specific activity. Under common law tradition, the individual’s assumption of known risk is a more successful defense against damage claims.

*For signing and filing official forms with the Office of Student Engagement, the RSO advisor is not the primary contact. The primary contact must be a registered WMU student. Any official requests and forms must be signed by the student listed as the primary contact on the RSO’s roster in ExperienceWMU.

Questions to Consider:

• Does a contract need to be signed for anything associated with this event?
• If this event is held in the community, how will the activity affect the neighborhood?
• What liability does the organization run the risk of incurring?
• What state laws or city ordinances have the potential of being violated?
• What safeguards will be used to keep these laws from being violated?
• List possible problem situations that could present themselves at your activity.
• List how you will resolve each of the situations listed above.
• Do you have an established procedure to follow in case of emergencies?
• Could you convince a reasonably prudent person that your event is not dangerous?
• Is the potential liability for the organization worth the potential benefits to the organization? 

Risk Management: Financial Risk

Financial risk management includes contracts, verbal agreements, and spending, varying from high to low risk. For example, bringing a speaker to campus for $250 is relatively low risk. Bringing a large act or musician for $1,000 is generally going to be a higher-risk financial commitment. However, put this broad spectrum into the context of your RSO. If your RSO’s annual budget is $2,000, a fee of $500 is 25% of the budget.

Verbal Agreements

In terms of verbal agreements, ensure that you use language with contractors, agents, or acts that are noncommittal, such as "I'm looking for a quote," as opposed to "I'm looking to bring you to campus.”

Contracts

Contracts are a binding agreement between two parties in which each gives something in return for something else. Registered Student Organizations (RSOs) routinely use contracts for various means, such as bringing speakers or performers to campus. In contract law, it is extremely important to have your agreement in writing and signed by all parties involved. Courts will generally look at a written contract signed by both parties, treating it as a final written expression of the involved parties. Contracts must be notarized. 

Relationship with the University

As an RSO, your student group is recognized by WMU, but is not a designated representative to enter into binding agreements on behalf of the university. Although RSOs cannot act as university representatives, your conduct and decisions reflect on the university, so it is important that you conduct yourselves and your affairs in an appropriate manner. When working with third parties and vendors while identifying yourself as an RSO at WMU, the recommendation to avoid the possible misperception as to your group’s authority to act in a contract setting (either with direct or apparent authority) is to say: 

“______ organization is a recognized student organization of the university and does not represent the university. The organization cannot contractually obligate the university. As a (member/officer) of _____________ organization, I enter into this (contract/agreement) on behalf of the organization in my role as President/Treasurer/etc.” 

Including language like this, both orally and in writing, helps avoid any possible links between your activity and the University. Given the autonomy of student leadership, you must be willing to take responsibility for your decisions as they apply to yourself and your group. By signing contracts, you and/or your RSO, not the University, will be held accountable. 

Standard Sections of Contracts

RSOs are encouraged to work through contracts with their advisor and the OSE prior to entering into a contractual agreement. It is important to seek help before signing the contract. If you wait until after the contract is signed, it may create problems for the organization. You are always welcome to contact the Office of Student Engagement for assistance (particularly the RSO Development Specialist: @email).

• Description: Indicates what the contract covers, such as “Contract for T-Shirts."
• Caption: Indicates who the contracting parties are and when the contract was made.
• Background: Indicates what each party’s business or purpose is, like “Jack's Beans T-Shirts, located at 101 Main St., is in the retail business of selling t-shirts."
• Duration: Indicates how long a contract is valid (often found early in the document)
• Definitions: Indicates what the meaning of commonly used words in the contract is, such as “they” means “Y Club” or “late” means “any promise fulfilled after the expiration of the time limit agreed to by both parties.” It is important to define terms that have subtle differences in their meaning, like “must” (absolute), “shall” (contingent upon), and “may” (permissive).
• Obligations: Indicates what each party is responsible for in the contract, like “Jack's Beans T-Shirts shall supply Y Club with 500 t-shirts on September 30 at $5.00 a shirt. Y Club must pay Jack's Beans T-Shirts $2,500 on the date of delivery.”
• Operative Provisions: Indicates what other provisions are included in the contract, such as any warranties or exclusions that may apply. Often, this is the section of the contract where a disclaimer and limiting language are used to give the party who wrote the contract an advantage over the party that signs the contract.
• Enforcement Provisions: Indicates the part of the contract that deals with “What happens if...” (someone does not fulfill their end of the agreement; something not in the contract is causing problems; where to go if there is a dispute; what happens if the other party says we agreed verbally, but it is not in the written contract).
• Closing: Indicates that both parties agree to the contract upon signing the binding document.

Entertainment/Speaker Contracts

Student Engagement staff members can provide assistance with university entertainment contracts to organizations sponsoring an act. All entertainment contracts funded through the Student Assessment Fee (i.e., GFAC-funded, WSAAC-funded, etc.) must be reviewed by the OSE. Some contracts may need further authorization from other university entities. Please allow 7–10 business days for review and authorization. The university policy is not to provide checks any earlier than the day of the event. 

Financial Procedures

Student organizations must adhere to all university and OSE accounting policies, guidelines, and procedures. Organizations that violate university and/or OSE financial guidelines, policies, and procedures are subject to disciplinary procedures.

Non-WMU Bank Accounts

If your RSO collects and/or manages self-generated funds such as membership fees or donations, RSOs can open a non-WMU bank account. 

Apply for an Employer Identification Number (EIN) to use on the bank account rather than an individual student’s Social Security Number (SSN). You can apply for an EIN from the IRS (www.irs.gov) by completing Form SS-4. It is recommended that at least two students have signature authority for the bank account. 

You will also need to request a verification letter from the RSO Development Specialist: @email.

Bring two valid forms of identification (driver's license, state ID, passport, etc.) with you when you go to the bank. They will give you a copy of their Student Organization Certification Form for you to fill out and return. You may need a deposit to open an account. 

Non-WMU bank account names cannot have a reference to WMU. 

RSOs are solely responsible for their non-WMU bank account matters. WMU is not responsible in any way for such transactions unless an authorized university official has developed a contractual relationship with the RSO. In addition, WMU will not provide vendors and/or creditors with any information beyond that which is considered public information.

Please note: Banks, including PNC, are separate entities from WMU, and their policies and procedures are subject to change based on their own discretion.

Outstanding invoices or balances with businesses are unacceptable and are the responsibility of the RSO and/or students involved, not the university.  Students and RSOs may be held accountable through the WMU Student Code. Additionally, legal action may be taken by businesses to resolve outstanding balances.

Student Financial Managers

Organizations that receive SAF funding must appoint at least one member and may have up to two members, who will be designated as Student Financial Manager(s) for the organization. Student financial managers must also hold an officer position in their RSO. Student financial managers will be the only members authorized to sign for and spend funds from the RSO accounts. They will be held responsible for the financial activities of their organization. 

Organization Purchase/Transaction Approval Procedure

To spend allocated funds, any necessary financial forms must be submitted to the RSO Treasurer/Financial Officer for approval. This information will be shared once allocations are approved.

Financial Debts

RSOs are not permitted to have a deficit (negative) in allocated balances. This situation can occur if an organization spends more than the SAF funds they were allocated.  RSOs will be required to make a deposit to the on-campus account to pay for the deficit.  RSO accounts that show a deficit at any time may be subject to any or all of the following:

• A freeze will be placed on the RSO account(s). No transactions will be permitted until the account deficit is resolved.
• RSO Financial Manager(s) will need to meet with the Office of Student Engagement administrators to discuss the deficit situation.
• RSOs' privileges (i.e., use of SOC office space, ability to use campus facilities for meetings, etc.) will be revoked.
• RSO may not apply for on-campus funding through GFAC or WSAAC.
• RSO will lose its recognition status with WMU until the debt is paid.
• The student who signs a requisition, voucher, or other transaction form causing a deficit account balance may be held accountable through the WMU Student Code.

RSOs are similarly responsible for appropriately managing their off-campus financial accounts.  Outstanding invoices or balances with businesses are unacceptable and are the responsibility of the RSO and/or students involved, not the university. Students and RSOs may be held accountable through the WMU Student Code.  Additionally, legal action may be taken by businesses to resolve the outstanding balance. 

Deposits

No deposits should be made into RSO on-campus financial accounts unless an RSO is resolving a deficit. SAF funds are the only monies permitted in RSO on-campus accounts. An authorized deposit form from the Office of Student Engagement is required to make a deposit. 

Falsification of Information

Providing false information in the process of seeking reimbursement is a violation of the law and university policies. Any student who submits documentation that is false will be referred to WMU Public Safety and the Office of Student Rights and Responsibilities to face consequences.

Personal Risk Management

Personal risk management includes travel and events. Both areas cover a broad spectrum of high- and low-risk activities. Students hosting and/or attending off-campus events will be subject to the same rules and regulations as if they were on campus. Consider factors such as travel distance, event venue rules, local laws/restrictions, event security, and proximity to urgent care. Please view the Clery Act and other information available on the WMU Public Safety website for more information about off-campus travel.

Website: wmudps.wmich.edu

Events can be high-risk or low-risk. A high-risk event could be a controversial musician or a large-scale event with inflatables. A low-risk event could be simply bringing a noncontroversial speaker to campus. Consider factors such as projected attendance, cost, food, venue, security needs, contracts, activities, and attractions to evaluate the degree of risk to the event.

As set forth in the WMU Student Code, all social events sponsored by organizations or university-affiliated groups, on or off campus, must comply with university alcohol regulations. In addition, the Student Assessment Fee may not be used in whole or in part for the purchase of alcoholic beverages for any purpose. 

Website: wmich.edu/policies/public-events

Alcohol Use and Possession

Including but not limited to public intoxication, use, possession, manufacturing or distribution of alcoholic beverages except as expressly permitted by law and University regulations.

Cannabis

The Michigan Medical Marijuana Act of 2008 (MMMA) and the passage of Michigan Proposal 1 2018 notwithstanding, WMU is subject to the Federal Drug-Free workplace Act of 1988 and the Federal Drug-Free Schools and Communities Act amendment of 1989, both of which prohibit controlled substances on campus, including marijuana.

Other Drugs

Use, possession, exchange, manufacturing, or distribution of marijuana, heroin, narcotics, other controlled substances and/or paraphernalia, except as expressly permitted by law.

Website: https://go.wmich.edu/s/article/Student-Community-Standards

Weapons

"No person shall possess on university property any firearms or other dangerous weapons with the exception of police officers, transfer agents licensed to carry weapons and persons using any such weapons for class instruction when authorized by the dean of the appropriate college."

Website: wmich.edu/policies/weapons

Physical and Emotional Risk Management

This includes hazing and Title IX. Copies of the policies related are below, and more information can be found at the links provided.

WMU Hazing Policy

Western Michigan University is committed to creating and maintaining a safe campus community that is free from all violence, including hazing. Hazing is in direct opposition to WMU’s values and educational mission. WMU strictly prohibits all hazing—hazing will not be tolerated within any campus organization, athletic program, student group, or other WMU-affiliated activities as a requirement for membership, advancement, or continued good standing in such organizations or activities.  

Website: wmich.edu/studentrights/students/hazing

University Sexual Assault and Misconduct Policy

The sexual misconduct policy prohibits sexual discrimination, harassment, violence, and stalking committed by or against Western Michigan University (WMU or University) community members of
any gender, gender identity, gender expression, or sexual orientation. It also provides redress for those who have been victims of such behaviors or who have been accused of such behaviors.

Website: wmich.edu/policies/sexual-misconduct

Adjudication

Registered Student Organizations should not adjudicate university policy without consultation from the Office of Student Engagement. This includes the removal of any members of the organization for alleged violations of the Student Code of Conduct. or Community Standards.