Benefits
Becoming a Registered Student Organization (RSO) on campus provides a variety of benefits to help a group be successful. Check out all of these benefits below!
Resources
The Wisconsin Involvement Network (WIN) is an interactive website supported by the Engage software that allows you to identify, organize and coordinate your out-of-class involvement experiences.
WIN combines a directory of all of the Registered Student Organizations (RSOs) on campus with management tools your organization can use to make your group run more smoothly and keep everything in one convenient place. Your organization’s WIN page can work as a website for your group. You can store documents, run elections, post pictures and events, keep track of your roster, market your event to students – and much more.
WIN can also be a tool for you to track your own involvement as a student. You can track your student organization memberships and leadership positions, your service hours, and other student experiences (internships, jobs, etc.). All of your involvement opportunities that are tracked in WIN will then show up in your Leadership & Involvement Record.
Visit the Wisconsin Involvement Network (WIN).
There are a number of funding sources that typically fund RSO events and activities. Highlighted below are some important Grant policies to be aware of as well as a list of grants available to student organizations.
Important Grant Policies
In an effort for the university to be more fiscally responsible, the Chancellor established the Associated Students of Madison (ASM) as the primary funding source for student organization events.
As of October 31, 2014, all RSOs will ONLY be eligible for funding from the Global Badger Experience Grant, Multicultural Council Grant (MCC), or the Wisconsin Experience Grant IF:
- The RSO has already received an ASM Event Grant for an event that semester, -OR-
- The RSO has already applied for an ASM Event Grant for a program that semester and is on the wait list for an ASM hearing, -OR-
- The RSO ONLY seeks funding for something ASM cannot fund (e.g. food or a closed event), -OR-
- ASM is out of funds for the academic year.
Once your organization is registered with the Office for Student Organizations, Leadership & Involvement (SOLI), you are eligible to reserve university facilities for meetings and events. There are many different types of space, and the procedure and policies change depending on the type. Below is more information about commonly reserved spaces:
Memorial Union, Union South & Red Gym: RSOs can reserve space in Memorial Union, Union South, and Red Gym for organization events and meetings. There are many rooms of various sizes available to be reserved, so work with Campus Event Services to find a room to meet your needs. More information for RSOs can be found on the Union’s RSO Reservation page.
RSOs receive the following free booking opportunities:
- one, one hour meeting per week in a Union space
- unlimited campus classroom space
- eight hours of additional programming time per semester
Most spaces are free to RSOs when using the standard for free booking opportunities. A fee is added if RSOs are charging an admission fee. RSOs have the opportunity to pay a deposit if they are interested in booking beyond their free booking opportunities or outside of the standard timelines. RSOs are charged for the use of certain equipment or special services.
Additional Links:
- Wisconsin Union Audio Visual Technology
- Banquet Request Form
- Large Space Event Policy (helpful to learn about the Large Event Lottery)
- Wisconsin Union Catering
- Theater Space Request Form
Classroom Space: RSOs can reserve space in academic buildings for organization events and meetings. There are many rooms of various sizes available to be reserved, so work with Campus Event Services to find a room to meet your needs. Series and single reservations can be submitted through the Wisconsin Union Online Portal. All reservations must be made at least 3 business days in advance.
Most spaces are free to RSOs when using the standard for free booking opportunities. A fee is added if RSOs are charging an admission fee.
For audio/visual equipment, complete the required training and email av@fpm.wisc.edu or call (608) 890-4900 during normal business hours (Monday-Friday 8:00am-4:30pm) to check out keys.
Student Activity Center (SAC): Registered Student Organizations are eligible to reserve rooms in the SAC free of charge. The SAC has 7 fixed conference rooms with AV and one multi-purpose room with mirrors and a sprung wood floor. Reservations can be submitted through the Wisconsin Union Online Portal.
University Housing: RSOs are welcome to reserve space for their activities and events in non-residential University Housing locations. Fees may apply for room rental, AV equipment, and catering. Please consult the University Housing website for more information. Events held in University Housing space must be open to all Housing residents of the designated hall or program, and the main audience for the event must be University Housing residents. Please allow at least 4-6 weeks for the collaborative planning process. Staff information is listed under each residence hall name on the Housing website.
Information tables may be requested to distribute information in four locations: Four Lakes Market (in Dejope Hall), Rheta’s Market (in Chadbourne Hall), Frank Holt Center, and the Gordon Dining & Event Center. Reservations for information tables should be made at least two weeks in advance by submitting a request through the University Housing Online Space Reservation System. Information table reservations are only available during the Academic Year Monday-Friday when classes are in session.
Rec Well: To reserve Rec Well spaces, first submit the online Event Request Form. You may be contacted to discuss details and logistics. Rec Well will create and share a confirmation contract that you will need to review, sign, and return. The contract will include a cost estimate and will note if the RSO needs to provide a certificate of insure and/or sign a vending agreement. After the event, Rec Well will send an invoice that must be paid within 30 days.
For more information, visit Rec Well’s Reservation and Rentals website.
Outdoor Space (Campus): RSOs can reserve outdoor space on campus for organization events. There are many spaces of various sizes and designed for different purposes available to be reserved, so work with Wisconsin Union Event Services to find a space to meet your needs. The various spaces are listed below based on what department you will need to work with to reserve them. Please also refer to UW-6000 Section II for more policy information about using outdoor space on campus. Reserve spaces through the Wisconsin Union Online Portal.
Additional Links:
Student Organization Fairs: For information about the Student Organization Fairs, please visit the Student Org Fair General Information page.
Mass Email to Students: RSOs may send one email per semester (fall and spring) to all students (or a specific population of students) at a reduced rate of $100. For more information, go to our RSO Mass Email Request Form.
If you are a student and don’t want to get emails from RSOs and third parties, visit the Office of the Registrar’s website for information about restricting the release of your email address.
SOLI Spotlight Newsletter: The SOLI Spotlight newsletter is a weekly email sent to all RSO Primary Contacts. You can also post your own announcements! This communication option is ideal for student organization announcements, training opportunities, upcoming events, and reminders. Visit the SOLI Spotlight page for more information and important links.
WIN and Other Campus Calendars: RSOs are able to post events on campus calendars as a way to advertise what’s going on with the group.
You can post events in the Wisconsin Involvement Network (WIN) and decide if you want the event visible to anyone on the WIN site (public), anyone logged in with their UW NetID and password (campus), just members of your organization, or only people you invite to the event. To learn more, visit the WIN Help Page for Creating Events.
University Departments and RSOs are able to submit an event to the Campus Events Calendar.
University Communications: University Communications produces several high-visibility print and online products used to communicate with the campus community, the news media and other audiences. To get your word out, submit news or a story idea.
University Bulk Mail: To use University Bulk Mail Services, your group must be registered with the Office for Student Organizations, Leadership & Involvement (SOLI).
Using the Campus Mail Service: RSOs and university departments may send mail via campus mail, individually addressed with the individual name (not “current resident”) and the individual’s room number and building name. Businesses, non-profit organizations, non-university departments and other student groups which are not RSOs must send their mail via U.S. mail, individually addressed to a specific student’s name.
RSO Mailboxes Located in the Student Activity Center (SAC): If RSOs are interested in posting information about events or programs they can post flyers on the bulletin board next to the welcome desk on the third floor of the SAC. For further questions about mailboxes and SAC posting policies please contact the Student Activity Center Governing Board.
RSOs are able to access grant funding to pay for printing for internal organization operations and events. Listed below are places on campus to access self and full-service printing resources:
- The RSO Print and Resource Center will offer self-service color, black and white, large format printing services, button and sticker making, and more.
- Color and black and white laser printing at campus general access computer labs, called InfoLabs.
- Printing and photocopies at 17 library locations.
- Poster printing at College Library, MERIT Library (including laminating) and Steenbock Library.
- Variety of printing services from small to large format, DVD/CD duplication, course packet printing and more at Digital Publishing and Printing Services, the largest in-house printing operation within the State of Wisconsin government
Rentals
RSOs may use the Audio/Visual (AV) equipment available in select classrooms at no cost after completion of the required online training.
Reserving a classroom with AV: To reserve a classroom with AV, contact Wisconsin Union Event Services Team. At the time of your reservation, please indicate that you need a room with AV and the type of AV needed, as this will affect your room assignment. The Campus Event Services Office has a list of the rooms available to RSOs so they can assist you with which room will work best for your event.
AV Equipment Training: In order to be able to access the podium computer, you must complete the online AV Equipment Training. Upon completion of this training, you will get a code to log into the podium computer.
If you only need to use the projector, the code you receive from the AV Equipment Training mentioned previously will give you access. That code is attached to your NetID, and you will be held accountable for issues that arise while you are logged in, so please do not share it with others.
Classroom Media Support (such as the DVD/VCR, Microphones, and/or Document computer) no longer requires keys to open the AV podium doors; they are always unlocked. A passcode is still required.
The Student Activity Center (SAC), at 333 East Campus Mall, has lockers, storage cages, mailboxes, and offices for RSOs to use. These spaces in the SAC is given out through a formal application and allocation process.
Visit the SAC Governing Board page for more information.
Lockers and Mailboxes: If RSOs would like a storage locker or a mailbox or would like to discontinue their mailbox/locker rental, they should contact the SAC Governing Board (sacgb@asm.wisc.edu). Lockers and mailboxes are available on a first come first serve basis at no charge. Lockers and mailboxes are allocated on a yearly basis.
RSOs must pick up mail in a timely manner. We recommend collecting mail one a week. When receiving mail at the SAC, please have mail addressed this way:
[ORG NAME]
C/O: [STUDENT NAME]
333 East Campus Mall MB# [MAILBOX NUMBER] or RM# [ROOM NUMBER]
Madison, WI 53715
The Office for Student Organizations, Leadership & Involvement (SOLI) has card scanners available for RSO use. Card scanners help to speed up the check-in process at an event because students only need to provide their Wiscard instead of writing down their name and email. Card scanners help to track attendance electronically. After an event and returning the card scanner to SOLI, the attendance of your event will be provided through Wisconsin Involvement Network (WIN).
How to Reserve a Scanner:
- Create an Event through your organization’s WIN page and have it approved by SOLI. Click here for instructions on Creating a New Event in WIN.
- Fill out the Card Scanner Reservation Request Form
- Note that these scanners are available on a first-come first-served basis and we have a limited number – so plan ahead! Please make sure you receive an approval message from SOLI regarding your reservation request.
- On the day of your event, pick up the scanner(s) after 10:00am from our desk at the Student Activity Center, on the third floor of 333 East Campus Mall.
- You’ll be asked to agree to the conditions in the form, assuring that you are aware of the due date and policies.
Card Scanner Policies:
- Scanners can only be checked out after 10:00am on the day of the event (or on Friday before a Saturday or Sunday event).
- Scanners are due before 3:00pm on the day after the event (on Monday after a Friday, Saturday or Sunday event).
- If the scanner is not returned by the due date and time, the student who checked out the scanner will personally be charged a fine of $10 per business day.
- If the scanner is not returned by the due date and time, status as a RSO, including all of its rights and privileges, may be revoked.
- If not returned for 10 business days, the unit will be considered lost and the student who checked out the scanner will personally be charged the $200 replacement cost.
- If the unit is damaged, a fine may be assessed up to replacement cost to the student who checked out the scanner.
Instructions for Use:
- Push the button while aiming the laser at the bar code of student’s Wiscard
- When you hear a beep, the card has been scanned
- If you do not hear a beep or see the light above the button turn from green to red, track the student in a different way (i.e. signing in by hand)
- Note: If the device is not beeping at all, hold down the button for 15-20 seconds and then try again
The Card Scanner will only work for UW-Madison Wiscards. To track attendance for people who are not UW students, faculty, or staff (or someone who does not have their Wiscard with them), you may want to provide a sign in sheet.