WSU Clubs & Organizations
At WSU, it's really easy to get involved. We offer more than 180 clubs and organizations on campus to our students. Check out the full list of existing clubs and organizations at Winona State. If you can't find what you're looking for or have a great idea for another club, you can create your own!
Creating a New Club or Organization
There are several steps to create a new club or organization:
- Find at least 10 currently enrolled students at WSU who will be an active member of this club/organization. Download the Club/Organization Membership Roster Template (Excel) and fill it out with this year's current active membership. Label it as "___ Club Roster 2017-2018" and attach it to your proposal form.
- Secure a WSU faculty/staff member to serve as your university advisor. You may also have an advisor from the community, but you must have a university advisor.
- Establish a constitution using this sample constitution (PDF).
Note: The following items must be included in each club's constitution:
-A non-discriminatory clause such as "Membership requirements will be non-discriminatory and all persons will be treated in a fair and equitable manner"-The clause "In the event of the dissolution of the club, all funds will be returned to the Student Activities Fee Committee of Student Senate for re-appropriation"
-The clause "The ________ Constitution must be resubmitted for ratification to the WSU Student Senate at least every year"
- Fill out the New Club/Organization Proposal Form with roster and constitution attached
- Student Senate will review your proposal
- Upon Senate approval, the club will be added to the WSU Student Club/Organization Directory
After Student Senate has approved your proposal, your club or organization will be able to reserve rooms on campus and apply for funding through Student Senate.
Maintaining Official Club or Organization Status
Being an active club or organization at WSU is a privilege. Clubs and organizations must maintain an active status to be eligible for funding.
- Maintain a minimum of 10 student members currently enrolled at WSU who are active in your club/organization.
- Complete a Semester Financial Review (SFR) each semester you receive funding from Student Senate.
- Update contact information, membership roster and constitution annually on the Club Directory Form
- Participate in a Fall club fair using the Club Fair Registration Form
- Attend all ASO meetings
- Failure to follow all requirements to maintain official club/organization status will result in no recognition from the WSU Student Senate or Winona State University which will restrict you from funding, use of facilities or motor pool vehicles, liability coverage, etc.
The Alliance of Student Organizations (ASO)
The ASO is the overarching organization that oversees all clubs and organizations officially recognized by the WSU student senate. The ASO coordinates all the club fairs at Winona State University. Jack Smyth (firstname.lastname@example.org) is the 2017-2018 ASO director, serving as a liaison between the ASO and Student Senate. Tracy Rahim (email@example.com) is the faculty advisor.
The ASO will meet at least three times per semester. Pertinent and important information about clubs and organizations will be shared as well as updates about activities in which clubs and organizations can get involved. Attending all meetings is mandatory and is an important way for clubs to stay active and involved. Dates, times and locations will be announced.
Club Funding Requests and Reimbursements
Club Funding Allocations
All official student clubs and organizations at WSU are eligible to request a limited amount of funding per year from the Student Activity Fund (SAF), this limit assigned to them by the age of the club:
- First Fiscal Year of Operation: up to $500/year
- Second Fiscal Year of Operation: up to $1000/year
- Third Fiscal Year of Operation: up to $1500/year
Clubs older than three years may only request up to $1500/year from the SAF. This Step System was implemented as of August 25, 2014. All clubs made after this date are sorted by age in the Step System. All clubs established in the WSU Student Senate Club Directory before this date were given the $1500/year limit.
Funding Request Process
No funds are automatic. Clubs must have a current club directory form, member roster, constitution, and semester financial review on file to be eligible for funding. Clubs must also attend all Alliance of Student Organization meetings (monthly) and a Treasurer Workshop (yearly).
Clubs must request funds from the SAF through the Student Activity Fund Committee’s online funding request form. Any requests sent via email will not be considered unless the Treasurer confirms your request in a reply email.
The request form is then reviewed by the Student Activity Fund Committee (SAFC) made up of student senators. This committee reviews the requests to see that they follow the SAFC Rules (PDF). SAFC reviews each request on a case-by-case basis. The committee reserves the right to demand more information while reviewing the request, provided via email or in person by the club. Clubs are required to give SAFC 30 days to review your request.
All questions regarding this process can be directed to the Student Senate Treasurer at firstname.lastname@example.org.
SAFC Club Funding Request Form
You will need the following information to fill out the funding request form:
- Your club's cost center number
- A detailed budget of your request
- Confirmation that you have read the SAFC rules (PDF)
All reimbursements for expenses incurred by students must be made via a Student Reimbursement Form (PDF) and be accompanied by itemized receipts for all expenses (excluding meals).
Expenditures that cannot be reimbursed:
- Postage or shipping fees
- Airline tickets
- Salaries or honorariums for speakers, entertainers or other professional services
Reimbursement for Club Travel
- Official permission to be in travel status must be made by completing the WSU Student & Club Organization Travel Plan (PDF) and Travel Roster (PDF), available online and submitted to the appropriate advisor for approval.
- Reimbursements need to be submitted on the Student Reimbursement form (PDF) and delivered to the Business Office within five days of return travel.
- Any club requesting assistance with travel must be sure the budget or cash balance of the group account is sufficient to cover the expenses of the trip. Funds must be in the club account before the Business Office can assist with any reservations.
-Check with the vendor if they accept a purchase order for payment. If that option is not acceptable, check if the vendor will accept a University check upon arrival. In either case, submit a 1400 form (PDF) listing the vendor and complete details of the payment to be made by Winona State. If neither option is allowed, students will have to seek reimbursement for the expenses after the event.
-If university or fundraising funds in a university account are being used to cover airline tickets, all tickets must be purchased by the Business Office on behalf of those traveling. Students cannot be reimbursed for airline tickets.
- Your club advisor may request a cash advance for the club by submitting the Cash Advance Request for Student Club & Organization Travel (PDF). This must be submitted to the Business Office no later than two days prior to the event. Cash Advance Settlement form must be submitted within five business days of trip completion to close out the advance.