Frequently Asked Questions

Registration

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Is there online registration?

Groups who wish to register can complete or online application. In addition to the online application, organizations must complete and submit other paperwork to the OSA including a policy and signature form, a copy of the organizations constitution + a list of members.

How do I re-register my group?

Instructions for re-registering can be found at the following link.

When is registration?

Registration is reviewed annually. A mandatory Registration Assembly is held the second Wednesday of each fall semester. Organizations that elect officers in late spring renew their registration in the fall (August/September). Organizations that elect officers in the Fall renew their registration in the Spring (January/February). New organizations may register at anytime by setting up a meeting with Joan Maze at 298-3232.

Why should I register my group?

Registered organizations are afforded privileges within the campus as recognition of the importance of co-curricular opportunities. These privileges are given to those registered organizations that are in good standing with the Office of Student Activities (OSA) and Western Illinois University. These privileges can be viewed in the WIU Student Organization & Advisor Handbook.

Funding

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Where can I get money for my group?

A registered organization may be eligible to receive funding from the University. The Council on Student Activity Funds (CSAF) is responsible for allocating student activity fees for the University. Funding is based on what type of programs or services your organization wants to provide to the entire student body and campus community. For step-by-step instructions see the WIU Student Organization & Advisor Handbook.

What other funding options are available?

Registered student organizations with a University membership shall be granted permission to solicit contributions and conduct fundraising activities for charities whose purpose is to benefit society.

Why is there a "hold" on the organization's account?

The most common reasons for a hold on an organization's account are because of an overdue balance on the account, or because the organization has not completed an "Account Setup Sheet" in the last year. When the Office of Conference and Event Services is notified that a hold has been placed on an account, they are required to cancel all of the organization's scheduled meetings/events. A hold may also be put on your account if an organization has not completed the student organization registration process with the University through the Office of Student Activities.

Reserving Space

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How do I reserve a table in the concourse?

To reserve the use of a table in the Union Concourse, a registered organization must contact Conference and Event Services, 298-2421. These tables are scheduled on a first come-first serve basis.

How do I get the sound & lighting equipment?

To get sound & lighting equipment, a registered organization must fill out a Westec Service Request form and submit it to WESTEC. This should be done at least two weeks prior to your event. For further information, please contact WESTEC at 298-3210.

Where can I reserve a stage?

In the University Union contact Conference and Event Services, 298-2421.

Can I have a bake sale in the concourse?

How do I get more tables and chairs?

To get more tables and chairs, contact Conference and Event Services at 298-2421, and they will assist registered organization members with more tables and chairs if any are available. After business hours contact the union service desk at 298-1941.

What is a "No Show" charge?

A "No Show" is designated as failure of the organization to be present 15 minutes after the scheduled time of the event. The building supervisors make periodic rounds of the building and indicate on a night report if there are any "No Shows". The "No Show" charge is $10. There are NO exceptions to this policy, so it is in an organization's best interest to check with the night supervisor if there is any question regarding room usage.
If you need to cancel a meeting, notify the Office of Conference and Event Services at 298-2421. Should you arrive for your meeting and find there are not enough members to hold a meeting, you should contact the night supervisor and let that person know that you did not utilize the room.

Events

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What should I remember when setting up for an event?

It is important to start planning an event well in advance of the actual date of the event. Refer to the program planning guide for more suggestions and tips or contact the Office of Student Activities for more help, 298-3232.

What are the guidelines for hosting an event at WIU?

An application for an assembly or special event should be submitted at the Office of Conference and Event Services on forms provided by the University. The application must be filed at least ten business days prior to the proposed event. No person or organization shall conduct any special event or assembly as defined in the WIU Student Organization & Advisor Handbook without having first obtained a permit from the University.

How do I set up a student organization information table?

Contact Conference and Event Services at 298-2421 for assistance with reserving space and tables in the Concourse.

How do I reserve the Union, academic buildings, Western Hall, outdoors, Student Recreation Center, Horn Field, or cultural centers?

The Union and Western Hall facilities can be reserved by contacting Conference and Event Services at 298-2421.
To schedule other spaces contact the following offices:

Student Recreation Center - 298-1228
Horn Field Campus - Recreation Park and Tourism Administration, 298-1967
Gwendolyn Brooks Cultural Center -298-2220
Casa Latina - 298-3379

What does an organization need to do to host an outdoor event?

If there are special needs for the event, (i.e. tables, chairs, electricity) contact Conference and Event Services, 298-2421. There may be additional charges for some special needs. Contact WESTEC, 298-3210, for sound & lighting.

Resources

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How do I get promotional items made?

The purchase of tangible promotional items from University funds with retail unit values of less than $75 is permissible with the approval of the University President, the respective vice president, or the respective dean. The promotion of an activity by giving away services is permissible from University funds with fiscal agent approval if the service has a retail value of less than $75. Services with a retail value of $75 or over require the approval of the University President, the respective vice president, or the respective dean. Student organizations funded by the University must follow a procedure for approval. A letter explaining what the organization is purchasing, cost, amount, and why, will need to be signed by the Director of Student Activities, the Organization Finance Officer, the Associate V P of Student Services, and the V P of Student Services.

Can I use the WIU logo or Rocky on a club t-shirt, website, or any other publication?

WIU logos are trademark property of the University. Logo usage requires a license or authorization from WIU. For assistance or approval, contact Trademark Liscensing Administrator at 298-1961 or go to the website http://www.wiu.edu/trademark.

Web Pages

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How do I get organization web space?

Registered campus groups and organizations can apply for web space on the ECOM server by contacting University Computing Support Services at 309-298-2704. You will be given a user name and password that you need to upload files onto the server. Your web address will be www.wiu.edu/users/username . You can apply to have the address changed to better suit your organization, however, all addresses will need to begin with www.wiu.edu .

How do I gain access to our organization's web space?

If your organization already has web space on the ECOM server, and you don't know or forgot your password, the faculty/staff advisor must contact the University Computer Support Services Information Center at 309-298-2704 for the username and to reset the password.

How do I upload my web pages (transfer files)?

Use a File Transfer Protocol (FTP) program to upload the web pages you've created to the server. WS_FTP is an easy to use FTP program that is available in every computer lab on campus. If you have difficulty using the program, ask the lab assistant for help or call University Computer Support Services at 309-298-2704. You will need your organization's username and password to upload files. FYI: When designing a web page, the homepage should be saved as index.htm. This is the first HTML page a browser will attempt to load when visiting a web address.

How do I get a WIU email address for my organization?

Registered campus groups and organizations can apply for an ECOM email account by contacting University Computing Support Services at 309-298-2704. Your email address will be username@wiu.edu. The email may be checked in the same manner as your student Zimbra email account.

How do I gain access to our organization's email address?

If your organization already has an email account, and you don't know or forgot your password, the faculty/staff advisor must contact the University Computer Support Services Help Desk at 309-298-3232 for the username and to reset the password.