Forming New Organizations
Wilson Commons Student Activities, in collaboration with the Students’ Association Government, opens the new organization proposal form each fall for undergraduate students who are interested in starting an undergraduate student organization. Outlined below is the procedure which must be followed in order to be granted recognition as an approved ÂÒÂ×Ç¿¼é student organization. Graduate students interested in starting a graduate student organization should contact their school for more information.
Questions related to starting a new organization should be directed to wcsa@rochester.edu
- Step 1 – Attend an Optional New Student Organization Information Session
New Student Organization Information Sessions are designed to create a space for undergraduate students to meet with Wilson Commons Student Activities (WCSA) staff to gain more information and ask questions related to starting a College Student Organization.
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- - Step 2 – Submit a New Organization Proposal
The new organization proposal form opens after the Fall Activities Fair and closes one week before Thanksgiving Break. New organization proposal forms are not accepted during the spring semester. If you believe an exception to this timeline is warranted, please submit an Exception Request for an ARC Policy.
Proposals submitted which violate any of guidelines below will be rejected:
- Non-returning students (e.g., graduating seniors, exchange students) and first-year students cannot submit a new organization proposal.
- An individual student may only submit one organization proposal during the proposal period.
- Student organizations which were derecognized during the 2023-2024 academic year cannot apply for recognition until the 2025-2026 academic year. An exception request may be submitted if you believe an exception to this policy is warranted.
- Organizations with a national affiliation must not establish a chapter until ÂÒÂ×Ç¿¼é recognition is granted.
- Until granted recognition, the organization being proposed may not be advertised to students or departments as a ÂÒÂ×Ç¿¼é student organization. For social media accounts and flyers, please use the term "unofficial student organization" until recognition is granted.
- A minimum of six undergraduate students who intend to join and be active members your organization must complete the intent to join form within seven days of the proposal's submission date. More than half of the submissions must be returning students, and the submitter of the proposal does not count towards the minimum requirement.
- The number of required active members will vary based on the resource needs described in the proposal. For example, more resources (e.g., finances, space, etc.) equal a need for more active members.
- Proposals are not reviewed by the review board until the seven days have passed or the minimum number of intent to join submissions are received; whichever comes first.
- Step 3 – Proposal Review Period
All new organization proposals are reviewed by the Student Organization Review Board (SORB). SORB is a staff and student committee composed of seven students and four staff members. They meet weekly during the fall semester and bi-weekly during the spring semester on Fridays between 12 p.m. and 2 p.m. Our representatives are as follows:
- ARC Chair
- ARC Staff Advisor
- 2 ARC Representatives
- DEI Liaison
- SAAC Staff Advisor
- SAAC Representative
- Staff Representative from a Student Life Office
- Students’ Association Government Senator
- Student Organization Liaison
- WCSA Staff Advisor
SORB refers to the student organization criteria when reviewing proposals. If during the review of your proposal SORB has additional questions, the SORB Administrative Lead will reach out to you via CCC chat or email. The outreach may include questions which SORB would like answered before they complete their review, or you may be asked to attend one of their meetings.
Once SORB has completed their review, they will vote to approve or deny the proposal. If your organization receives recognition, the submitter will receive an approval notification from CCC and an email communication outlining next steps from the SORB Administrative Lead. Below is a list of items which need to be completed by the organization within one month after approval is granted:
- CCC: Familiarize yourself with CCC, as this is the official engagement platform for student organizations. Update your group page and website to reflect the uniqueness of your organization.
- Constitution/Resource Agreement: Your organization will be assigned an ARC Analyst to help finalize your organization’s constitution. Once the constitution is approved, it will need to be signed by the organization’s president. Once the constitution has been signed by all parties, it will be uploaded to the Constitution and Resource Agreement
- Meet Your WCSA Staff Advisor: All organizations are assigned to a WCSA staff advisor. It is important to meet with your advisor, talk about your organization’s mission and goals, and create a plan to be successful.
- Visit the Student Organization Finance Office (SOFO): Familiarize yourself, especially your organization’s business manager, with the Student Organization Finance Office. All organizations are assigned to a student accountant, who can help you to understand and navigate finance policies.