Registration Resources
Common Registration Challenges
This page offers some resources for common challenges for student organizations during registration. If you don’t see what you’re looking for on this page or if you would like more assistance, you can reach out to the Office for Student Organizations, Leadership & Involvement (SOLI) over email (soli@union.wisc.edu) or you can schedule an appointment with a SOLI staff member via Starfish.
On this page
Constitution/Bylaws
All Registered Student Organizations (RSOs) on campus must have their basic structure and method of operation in writing.
Why Have a Constitution? What are Bylaws?
The process of writing a constitution will serve to clarify your RSO’s purpose, delineate its basic structure, and provide the cornerstone for building an effective organization. It will also allow members and potential members to have a better understanding of what the RSO is all about and how it functions.
The constitution can cover the fundamental principles but may not prescribe specific procedures for operating your RSO. Bylaws detail the procedures your RSO must follow to conduct business in an orderly manner. They provide further structure and clarity to the constitution and usually can be changed more easily as the needs of the organization change.
Constitution/Bylaw Requirements
Your Constitution/Bylaws must be uploaded to WIN in Word Document format and must contain the following information:
- The name of your RSO.
- The purpose/mission of your RSO.
- Who can be a member and how do they become a member? (At least 75% of your RSO must be made up of UW-Madison students.)
- How are leaders selected? (Leaders of the RSO must be UW-Madison students.)
- UW Regent Non-Discrimination Policy 30-6: “Student organizations that select their members or officers on the basis of commitment to a set of beliefs (e.g., religious or political beliefs) may limit membership, officer positions, or participation in the organization to students who affirm that they support the organization’s goals and agree with its beliefs, so long as no student is excluded from membership, officer positions, or participation on the basis of his or her race, color, creed other than commitment to the beliefs of the organization, religion, national origin, disability, ancestry, age, sexual orientation, pregnancy, marital status or parental status, or, unless exempt under Title IX, sex.”
Constitution/Bylaw Suggestions
In addition to the listed requirements, your Constitution/Bylaws may contain the following information:
- What are the duties of the officers?
- How does your RSO prepare incoming leaders of the RSO?
- What is the role of your advisor?
- What is the process for determining meeting structure in your organization?
- How often do you hold meetings?
- What will be the attendance requirements?
- What is the process for removing officers or members?
- How will you handle money, fundraising, fines, etc.?
- What is your dissolution policy? What will happen to the organization’s funds if the group decides to disperse?
- What will the amendment process look like for the constitution/bylaws?
Review and Updating your Constitution/Bylaws
Whether you call it a constitution, bylaws or something else, the operating document you submit with your registration materials will be reviewed by the Office for Student Organizations, Leadership & Involvement to ensure that it meets the minimum requirements of the university (listed below). This information must also be provided to all current and potential members of your organization.
Example Constitution Format
1. Purpose/Mission
Requirement: A brief description of your organization’s fundamental purpose. A mission statement answers the question, “Why do we exist?”
Examples:
- Student Leadership Program: “The Student Leadership Program is one of the most active leadership organizations on the University of Wisconsin-Madison campus. SLP believes the leadership process begins by strengthening the individual leadership skills, then progressing towards group and community involvement/leadership. SLP offers opportunities to develop fundamental leadership skills that are necessary to maintaining successful personal relationships, contributing to campus organizations and participating in the community. SLP’s mission: To develop effective and essential leadership skills in students and student groups through comprehensive leadership education and diverse experiences.“
- Advertising Club: “It shall be the purpose of Advertising Club to learn by talking with speakers from various advertising agencies; to experience through agency tours and personal contacts; and to grow through participating in campaign simulations and internship opportunities.“
2. Membership Criteria:
Requirement: What are the requirements for students to join your organization?
Requirement: At least 75% of your members have to be UW-Madison students.
Requirement: Your constitution must state the following verbatim: “Student organizations that select their members or officers on the basis of commitment to a set of beliefs (e.g., religious or political beliefs) may limit membership, officer positions, or participation in the organization to students who affirm that they support the organization’s goals and agree with its beliefs, so long as no student is excluded from membership, officer positions, or participation on the basis of his or her race, color, creed other than commitment to the beliefs of the organization, religion, national origin, disability, ancestry, age, sexual orientation, pregnancy, marital status or parental status, or, unless exempt under Title IX, sex.”
Suggestions: Possible criteria could include: Financial commitment (dues), Interest in a specific area, GPA, Year in school, Major, etc.
Example:
- Madison Future Business Leaders of America: “General Membership in Madison FBLA-PBL shall be determined as persons who have paid the semester and/or annual dues, and have filed the necessary paperwork as established by the ELC. Those who meet the said qualifications shall be recognized as members of Madison FBLA-PBL and it is the duty of the ELC to follow the necessary procedures for enrolling these members at the State and National levels. Membership shall last for a single school year and following summer for all students, including those who graduate from the University in May, where school year is determined by the University of Wisconsin – Madison, unless the student chooses to pay for only one semester of membership. Students who graduate during the first academic term or first half of a Madison FBLA-PBL membership year forfeit their membership status for the remainder of the year. Membership is open to any postsecondary student at the University of Wisconsin-Madison and any institution deemed permissible by the ELC each academic year.“
3. Leadership/Elections:
Requirement: Officers must be UW-Madison students.
Requirement: The four student contacts you provide must be enrolled at least ½ time (6 credits for undergraduates and 3 for graduate students).
Requirement: Must include information regarding leadership selection process (How will you pick your leaders/positions? By election, by appointment?).
Suggestions: It is also a good idea to include information regarding: What are the requirements to become an officer? Roles and duties of each officer (i.e. President, Vice-President, Treasurer, Secretary)
4. Decision Making:
Requirement: How will you make decisions? Based on a quorum? (a number of members present in order to vote or make decisions, usually 2/3 of present members) Simple majority?
Requirement: Must state that all decisions are made by students.
Suggestions: It is also a good idea to include information regarding: Will you use the Election feature on your group’s WIN page? Will you hold your elections in person? Do the members have to be in good standing in order to vote?
Example:
- Adopt a Grandparent Organization: “Decision Making: The officers will make major decisions about funds, decisions involving events, meeting times, and activities as a group. All organization members will determine final decisions. Decisions to be made by Officers: Schedule, Meetings, Membership. Decisions to be made by Members: Activities, Officer Positions.“
Sample RSO Constitutions/Bylaws:
Advisor Search Resources
All Registered Student Organizations (RSOs) on campus must have a faculty/staff, graduate student or community member serve as their advisor. Review advisor profiles on AdvisorPool if you aren’t share where to start looking for an advisor!
Advisor Expectations Checklist
Consider the values and needs that your organization has. RSO leaders should work collaboratively to develop an advisor role that meets the organization’s goals and matches the leadership style of the organization
If your RSO does not have an advisor role defined in your constitution/bylaws, discuss what it would look like for your organization to add that.
Advisor Outreach Template
Reach out to advisors that you feel could be a good fit. During that outreach, it may be helpful to share with them: how they could meet RSO leadership or learn more about your organization; about your organization; what you are looking for in an advisor; why you think they could be a good fit.
Organization Advisor Agreement
It is highly recommended that RSO leaders meet an advisor. If your organization explicitly states the role of an advisor, ensure that you share that with them. If you completed the Advisor Expectations Checklist, that document can help guide this conversation. Both the advisor and the RSO should establish expectations regarding: communication between the RSO and advisor; the advisor’s presence and role at meetings and events; the advisor’s role, or lack thereof, in suggesting improvements or changes; what role the advisor will play in mediating conflict.
Dual Registration
In addition to registering with the Office for Student Organizations, Leadership & Involvement (SOLI), student organizations can also register with one of our dual registration partners. These partners are offices and departments across UW Madison’s campus that offer additional support, services, and benefits to student organizations with similar goals. Examples of these benefits may include space, grant opportunities, marketing resources, and networking opportunities.
Dual registration partners may have additional requirements to ensure student organizations are a good fit for affiliation. Each partner has specific eligibility requirements, benefits, and affiliation processes. While dual registration can meet the advisor requirement for RSOs, some dual registration partners still require an advisor.
For questions about specific dual registration partners, please reach out using the contact information provided below. For general questions about dual registration, reach out to alseitz@wisc.edu.
Current Dual Registration Partners
Center for Pre-Law Advising Website
Eligibility Requirements:
- Organizations must be focused on supporting undergraduate students interested in the study or practice of law.
Contact: Janet Mitchell Griffiths
College of Agricultural and Life Sciences Website
Eligibility Requirements:
- Identify and register an advisor (faculty or staff) employed by CALS
- Have a mission that supports CALS students, be sponsored by a CALS department, or focus on at least one of the 5 CALS Areas of Study (Biological Sciences, Health & Nutrition, Food & Agriculture, Business, Communication, & Society, or Sustainability, Natural Resources, & the Environment)
- Send a club representative to monthly CALS Student Association (CALSSA) meetings
Contact: Thomas Browne
Department of Computer Sciences
Eligibility Requirements:
- RSO must be related to the field of computer science
CS Registration is open from July 7-October 10.
Contact: Kayla Lentz
Engineering Affiliated Student Organizations may register with the College of Engineering (CoE) with the following requirements:
- Student organizations must have a mission focused on the profession of engineering.
- Have membership in which 75% of the students involved are enrolled in the College of Engineering.
- Identify and register an advisor (faculty or staff) employed by the CoE.
Engineering Student Organization Support & Policies
Contact: Olivia Lemke
Eligibility Requirements:
- Organizations need to be connected to a council or primarily serve fraternities and sororities.
Contact: Rebecca Kemplen
Key requirements of the application process:
- All new Graduate WSB Organizations must propose their org mission and charter to the Graduate Business Association for review and approval prior to applying to be a SOLI RSO.
Key requirement of being a Graduate WSB Dual-Reg Org:
- All organizations must have a WSB faculty or staff member as their org advisor
- All organizations must participate in the monthly Leadership Council meetings. Participation is defined as at least one member of their organization’s leadership team must be in attendance.
- All organizations must participate in the annual training sessions, traditionally offered in the first few weeks of February.
- The above requirements must be met prior to requesting additional funding and sponsorship support from the GBA or the WSB MBA and Master’s Program Office.
Contact: Cody Schara
Eligibility Requirements:
- Any RSO is welcome to affiliate with ISS!
- Contribute to enhancing the international student experience.
Contact: ISS Programs
Eligibility Requirements:
- To affiliate with the Law School, at least 75% of your members must be enrolled law students (this includes the J.D., LL.M., and S.J.D. programs).
Contact: Carlie Wiseley
Morgridge Center for Public Service
Eligibility Requirements:
- RSO’s should have an active community-based partnership and project
- RSO representatives attend both the Fall & Spring Kickoffs and End of Year Celebration
- RSO representatives attend one workshop AND 1:1 meeting with SOPP Intern per semester
Contact: Jose Luis Ramirez, Jr.
Eligibility Requirements:
- Successfully complete the “MSC Affiliation Program” Canvas course
- Meet all minimum requirements by the end of the academic year (Requirements, Column A).
MSC Registration is open from July 7-September 19.
Eligibility Requirements:
- Dual-registration as Sport Club requires that clubs have been Registered Student Organizations in good standing for at least one calendar year prior to starting their petition process
- Full details about the Sport Club program and benefits can be found on Rec Well’s website
Contact: Sports Clubs
Eligibility Requirements:
- 50% of students in leadership roles are enrolled in a School of Education (SoE) undergraduate program
- These include: Art, Curriculum & Instruction, Dance, Educational Policy Studies, Kinesiology, Rehabilitation Psychology & Special Education, Theatre & Drama
- Organizations must be able to explain how their mission or purpose relates to one or more School of Education academic programs
Contact: Zack Minnier
UW School of Medicine and Public Health – School of Medicine and Public Health
Eligibility Requirements:
- The student organization must be affiliated with one of the five Programs of the School of Medicine and Public Health. (MD/DPT/MPAS/MPH/MGCS)
- The student organization must review and agree to the requirements of their respective Program.
Contacts:
Doctor of Physical Therapy; Master of Physician Assistant; Master of Public Health, Master of Genetic Counseling Studies Contact: Bobbie Coons
Doctor of Medicine Program RSO Contact: Annie Jacobson
In order to be registered with and maintain dual-registration with the School of Human Ecology, student organizations must meet the following requirements:
- Be able to articulate the organization’s mission statement and how it relates to the values of the School of Human Ecology
- Send one representative to attend the student organization leadership lunch once a semester
- If the organization is unable to provide a representative for this luncheon, a separate meeting with Ashley Schladweiler must be scheduled
If an organization is dual registered with another department but wants to work with the School of Human Ecology as well, please reach out to Ashley Schladweiler at aschladweile@wisc.edu to schedule a meeting. The School of Human Ecology is open to working with organizations as a triple registration partner, even if the organization is dual registered with another department.
Please fill out the SoHE Triple-Registration form prior to your meeting with Ashley Schladweiler.
Contact: Ashley Schladweiler
Prevention – University Health Services
Eligibility Requirements:
- RSO must focus on supporting student mental health.
- RSO representatives will work closely with the Suicide Prevention and Mental Health Promotion team to provide peer-to-peer support on our campus.
- RSO leadership must take the online Suicide Prevention Training: Recognize, Respond, Refer, and attend an in-person training hosted by the Suicide Prevention and Mental Health Promotion team.
Contact: KK Kothe
Wisconsin School of Business, Undergraduate Program
Wisconsin School of Business (WSB) requirements to complete registration and maintain partnership each semester:
- Schedule a 30-minute meeting with Danae Dorsey to get approval for dual-registration. This gives you access to complete WSB dual-registration questions in WIN.
- Must have at least 50% of members and at least one leadership member from WSB undergraduate program (BBA). – we collect rosters each semester
- Must attend the following each semester:
- Orientation: at least two leadership members (president and treasurer preferred)
- Inclusive Recruitment & Retention: at least two leadership members (president and VP of recruitment/engagement/DEI role preferred)
- UBC Senate Council: at least one leadership member (this can rotate who)
Contact: Danae Dorsey
Eligibility Requirements:
- WUD affiliated student organizations are created by the Social Education area of the Wisconsin Union
Contact: Mary Russell
Becoming Dual Registered
For Campus Partners:
Expectations for dual registration partners:
- Designate staff member(s) to be point of contact with SOLI and affiliated RSOs
- Maintain communication with SOLI
- Participate in annual re-registration process on WIN for RSOs affiliated with your department
- Offer assistance, answer questions, clarify campus policy, and refer to resources
- Attend bi-monthly dual registration partner community of practice as schedule permits
Interested in becoming a dual registration partner? Reach out to alseitz@wisc.edu to schedule a dual registration exploration meeting.
In meeting we will discuss:
- Affiliation Benefits for RSOs
- Affiliation Criteria for RSOs
- Process for New Requests to Affiliate
- Questions for Registration Application
- Role and Responsibilities of Dual Registration Partners
- Resources available for Dual Registration Partners
For RSOs:
Interested in dual registering with one of the offices listed above?
During registration:
- Student organizations can request affiliation with a dual registration partner when re-registering their organization on the Wisconsin Involvement Network (WIN)
Outside of registration:
- Contact the desired dual registration partner using the information provided above for specific instructions
For eligibility requirements and information about specific dual registration partners, please reach out to the desired partner’s contact information provided above.
Dual registration partners not currently accepting new affiliation requests:
- College of Engineering (CoE)
- Department of Computer Sciences (CS)
- Morgridge Center for Public Service
- Multicultural Student Center (MSC)
- Wisconsin Union Directorate