Wesleyan Student Assembly — Wesleyan University
Resources Student Groups
Establishing a student group or club is a great way to make friends with common interests. You can organize an event or activity sponsored through your organization, and become involved with the surrounding community. Wesleyan boasts one of the most active student bodies in the nation, with over three hundred recognized student groups on campus. The groups range in type from political to athletic, from performance to health-oriented. The WSA is responsible for recognizing student groups through the Community Outreach Committee (COCo). This committee is composed of seven members who are responsible for recognizing student groups and helping with the process of registering. They are involved with Middletown-Wesleyan relations and community issues that arise on campus or in the surrounding community. If you are interested in forming a new group or re-establishing an old one, review the information below.
- Registration Process
- Benefits of Official Recognition
- Registration Criteria
- Student Group Contact List
Every year, student group leaders must register their group or club with the Community Outreach Committee of the WSA by completing an electronic registration form. This process is commonly referred to as "recognition." Students must log into their e-portfolios, select "My Home Page," and click on the "Register a Student Group" link, which is located in the upper left hand corner of the page under "WSA News." Then they should review and follow the registration instructions at the top of the page. Groups that have been registered in the past will be able to click on their respective group link and edit their information. New student groups will have to click the "Add" button at the top of the page and complete the group information page. After you submit this form, COCo will review your submission and either approve or deny your recognition based on its compliance with the WSA's recognition criteria (see below).
Student leaders must provide a mission statement, a list of officers and the names, titles, email addresses, phone numbers, and Wesleyan box numbers of these individuals and/or advisor(s), along with meeting times and locations, a URL for the home page, a Lyris list, and an updated constitution, if applicable. Also, a Financial Contact and group contact person must be listed. Please choose these individuals carefully because they will be accountable for the group's finances, technical support, and the relaying of any announcements, policies or event information that are sent to them by a staff or committee member of the WSA to the other group members. See definitions of these positions below.
- Financial Contact Person — will be responsible for the student group's SBC and Income accounts. Only one person can be assigned for this role and they must be a currently enrolled undergraduate student.
- Group Contact Person will be the technical support contact for the group and will be responsible for relaying any general announcements to student group members that are forwarded from the WSA Office Coordinator or WSA committee members.
After your new group has been recognized by the Community Outreach Committee, two account numbers will be assigned to your organization within 3 to 5 business days if your group is newly established. If your group has been registered in the past it will retain its old account number and will automatically be assigned an income account number. After you have registered your group and obtained account numbers, you can apply for funding through the Student Budget Committee.
Benefits of Official Recognition.
There are many benefits to being officially recognized by the Wesleyan Student Assembly's Community Outreach Committee (COCo). The following is a list of resources student group leaders will have available to them after recognition. They are designed to increase each group's ability to stay organized, maintain records from previous years, and stay in touch with the broader Wesleyan community.
- The WSA Office: Workspace, Storage for Documents and Equipment.
- Office Space: This year the WSA is allowing student groups to apply for office space. Student groups may store equipment in these spaces and make use of existing equipment. To apply, please fill out the Student Office Space Request Form and turn it in to the WSA Administrator.
- Current Documents and Accounts: Each WSA student group has a file in the WSA where their major records and accounting bills are held. While these documents are primarily under the care of the WSA Administrator and staff, student group leaders should be aware that they have free access to these files and are welcome to add documents to their files. Ask the WSA Administrator (Lisa Hendrix) or her staff about seeing your file.
- Archives and Records: In addition, most previously established groups have at least some documents still on file at the WSA Office. These files are archived and kept in a separate set of folders; these archives are also readily available to student group leaders. Again, student group leaders are welcome to add any documents they may have to these archives. Please ask the WSA Office Coordinator about seeing your archived files.
- Storage: All student groups are permitted to store objects related to their group's function in the WSA Office building. Please ask the WSA Administrator about storage space.
- PLEASE NOTE: WSA RECOGNITION DOES NOT GUARANTEE ACCESS TO ATHLETIC FIELDS. REQUESTS FOR THE USE OF ATHLETIC FIELDS SHOULD BE MADE TO PHYSICAL EDUCATION DEPARTMENT.
- Online Tools
- Splash Pages: Splash Pages are online information pages for each student group. There will be a link from the WSA website to all Splash Pages. On these pages, student group contact information and mission statement will be listed, in addition to the regular dates, times and locations of student group meetings. It will also have a link to group websites, Lyris list serves (see below), and a calendar of all the events groups have posted on the Wesleyan Events Calendar (see below). In its first year of operations, Splash Page management will be run through COCo and the WSA Office. Therefore, if there are any changes you would like to make to your Splash Page, you must contact the WSA Administrator or a COCo member. \
- Lyris List serve: The Splash Page will also provide access to Lyris list serve so that group communications may be stored in one place. Through the Lyris list serve, students may also send and save documents online. Lyris e-mails and attachments will be saved and archived from year to year, so that student groups may have access to the Lyris e-mails and files from previous years. All of these can be accessed through the Splash Page. If you use a different list serve we highly encourage you to switch to Lyris. This is the only list serve sponsored by Wesleyan and the only one in which all e-mails will be saved and archived on a centralized Wesleyan database.
- Wesleyan Events Calendar: An easy way to publicize a student group event is to post it on the Wesleyan Events Calendar, which can be found on-line. To do this, go to www.wesleyan.edu/wesevents. Once you find yourself at the website, log-in using your Wesleyan e-mail username and password. Once you are logged on you will be asked to provide information regarding your event and then you are set! Your group Splash Page will also display a custom events Calendar featuring ONLY events sponsored by your group.
- PLEASE NOTE: The Splash Page system is automated to recognize event sponsors that have a WSA Splash Page and will display any events sponsored by that student group on the group's Splash Page. Because this is an automated system, the student group must use the same exact name that appears on its Splash Page for its sponsor name; if not, the computer will not recognize the two names – the sponsor name and the Splash Page name – which should be the SAME, as one in the same group. For example, if a group calls itself Wesleyan Debate on its Splash Page but enters "WesDebate" or "Herbert Hoover Debate Team" as the sponsor name when it sponsors an event, the computer will not display the event on the Wesleyan Debate Splash Page. Please make sure you use your group name as your sponsor name when you post an event. If you need to change the group name on your splash page, please contact the WSA Office Coordinator.
- Mailing, Telephone and Fax
- Mail Boxes and Mailing Addresses: You may use the WSA Office as a shipping address. Furthermore, you may request a mail box at the WSA office for your student group. Please talk to the WSA Administrator about this.
- Posters/Xeroxing: For group business/publicity, a small-quantity (50 pages) of Xeroxing is FREE at the WSA during office hours.
- Telephone: Since the WSA office is open from 9:00 a.m. to 9:00 p.m., calls for group business can easily be made on WSA phones. There is no charge to your group for this service. If your group has a Wesleyan extension, you will be charged for all toll calls made from that phone. Personal calls are strictly forbidden.
- Fax: The WSA office has a fax machine for use by student group officers for group activities only. There is no charge to your group for this use. Student groups may receive faxes at (860) 685-2411. If you are using the fax for personal reason, it will cost $1 dollar per page for local calls and $2 dollars per page for international faxes. We only accept cash.
- Ordering Office Supplies
- Office Supplies: Office supplies can be ordered through the WSA office and billed to your account. The University's vendor has a full line of supplies at approximately a 35% discount! Allow two or more days for delivery. Rush orders (one day's notice) can be supplied by a local vendor at a 15% discount.
- Times Readership Program
- Wesleyan's large subscription to The New York Times entitles us to a speaker service from the Times. If you are interested in bringing in a speaker from the New York Times, please contact a COCo member.
- The Community Outreach Committee will not recognize any group that violates the Wesleyan Student Assembly's non-discriminatory clause, which is as follows: “The Wesleyan Student Assembly shall not discriminate against anyone on the basis of race, color, creed, religion, age, national or ethnic origin, sex, sexual orientation, veteran status, disability, marital status, gender identity or gender expression in the execution of its responsibilities under this constitution or in the administration of its policies and programs.”
- However, a group in seeming violation of the clause may be recognized if the exclusion of certain persons is central to the purpose and functioning of the organization.
- The group must work toward enhancing the greater Wesleyan community by promoting discussion rather than exclusion and antagonism in its events and activities as determined by the Chair of the Community Outreach Committee and the President of the Wesleyan Student Assembly.
- Failure to comply with the criteria throughout the year may result in a revocation of recognition status.
Student Group Contact List
A list of recognized student groups is available for your perusal. You may find a group that may interest you. Also, you will be able to obtain contact information for the student group leaders, a description of the group, their meeting times and so much more.