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West Virginia University Student Engagement
WVUEngage

Annual Registration

The 2024-2025 Student Organization Registration is now open! Registration will close on September 15, 2024.

Each year, registered student organizations must re-register with the University in order to maintain their official status and access to University resources and support. 

Registration Dates

Existing student organizations must renew their registration annually in order to be recognized by the University as a registered student organization. This year, organizations must re-register no later than September 15, 2024 (no exceptions). 

Note:  New Student Organization Registration runs from April 15th (2024) to March 31st (2025) every year. To learn more about how to register a new organization, visit our New Organizations page.

Steps to remain a WVU Recognized Organization:

  • Register on WVUEngage by visiting  WVUEngage's registration page and searching for your organization name. 
    • You must upload the current organization Constitution with all required information. 
      • A template is provided with the required sections highlighted and notated with asterisks.
  • Have four (4) primary Officers and a Faculty/Staff Advisor:
    • President, Vice President, Treasurer, Secretary.
    • Faculty/Staff Advisors must be full-time WVU employees.
  • Have at least five (5) active members. This does include the four officers.
  • Have at least 1 officer complete the required trainings (3).
    • Attend a Registration workshop (see dates on WVUEngage). 
    • Complete the Finance Module ( video & completion form).
    • Complete the Title IX Module ( video & completion form).
  • Have the WVU Faculty/Staff Advisor complete the mandatory Advisor Training Module (video  & completion form ).

Download the Annual Registration Document  for additional details. 

WVUEngage provides a wide variety of support and guidance to users of the system. Student organization leaders should review this  resource guide for information.  Once your organization has been registered, you will need to  invite members and assign officers . 

Check out our  WVUEngage How To Series for step-by-step guidance on navigating the platform. 

Benefits of being an active WVU recognized organization:

  • Being able to reserve campus spaces (classrooms, Mountainlair, brick area, banner space, etc.).
  • Utilize the WVU trademark and branding
    • If you are not an official organization you cannot use the WVU name or trademark images
  • Receive Student Government Association (SGA) grants
  • Utilize the Student Organization Resource Center (free printing, button maker, craft supplies, etc.)
  • Participate in Student Organization Fairs 
  • Participate in Student Organization Leadership Development (SOLD) Trainings
  • Receive the weekly SEL Newsletter and more!
Student Organization Recognition Purpose and Structure

The purpose of recognizing student organizations at WVU is to provide a structure through which students may exercise their right to freely associate in pursuit of a common purpose or goal that enhances community at WVU. Recognized student organizations create opportunities for leadership development, learning, student engagement, and fostering of shared interests.

All recognized student organizations are expected to uphold University policies and procedures and always act in good faith when conducting organizational business. Further, recognition does not imply that the University assumes liability or legal responsibility for the actions of any group. Recognition of a group does not deprive the University of any of its rights to act for the welfare of the community. Continuation of recognition is dependent upon the fulfillment of intent and demonstrated ability to abide by the organization's constitutions and the University's educational purposes in additional to successfully completing the annual Student Organization Registration process initiated on WVUEngage.

Each student organization granted recognition by WVU shall be categorized as either Sponsored, Departmental, or Independent. Classification is determined by assessing the student organization's relationship to WVU; the purpose, scope, funding, and complexity of its activities; and the perceived potential risk to participants and the University. Review the Student Organization Classification System Policy.

SOLD Retreat

Get a jumpstart on Registration! Complete all 3 required trainings while connecting with other organization leaders on campus. 

Join us for the 2024 SOLD Retreat on Sunday, April 7, 2024 from 3-6 pm in the Mountainlair Ballrooms to check-off all required officer trainings for the 2024-2025 Registration process. 

RSVP on WVUEngage to attend!

2024-2025 Registration Workshop Schedule
  • Please visit WVUEngage to RSVP to an upcoming workshop. 

*It is required for all student organizations to attend a Registration Workshop in addition to completing the Finance and Title IX training modules. We encourage all officers for the 2024-2025 year to attend!

annual regISTRATION PROCESS

  

Required information for registered student organizations:

f

Constitution & Roster

  • Should include a purpose statement, membership statement, non-discrimination statement, officer GPA requirement, WVU Code of Conduct statement, and financial requirements.
  • Download a sample constitution.
  • Four primary officers (President, Vice President, Treasurer, & Secretary) & WVU Faculty/Staff Advisor.
  • Five active member minimum. 
  • All other positions and members.
e

Officer Trainings

  • Attend a Registration workshop. 
  • Complete the Finance Module.
  • Complete the Title IX Module.
e

Advisor Requirements

  • A student organization advisor must be a full‐time WVU faculty or staff member.
  • The Advisor must complete the mandatory Advisor Training Module & Completion Form.

Re-registration Steps and Requirements

In order to re-register your existing student organization, complete the following steps:

  1. Register - If you are a returning organization, start by registering on WVUEngage by going to the 2024-2025 Student Organization Registration page.
  2. Complete Trainings - At least one officer is required to complete the virtual Finance Module and virtual Title IX Module as well as attend an Organization Registration Workshop. Check the events section of WVUEngage to find the next available workshop.
  3. Advisor Requirements - All advisors must complete the mandatory Advisor Training Module & Agreement Form.
  4. Checklist - Missing something? Make sure that you've completed all required items, and that your status is updated before the end of the April 15th - September 15th registration window. 
  5. Official Approval - Once you are officially approved and all requirements have been met, you will get a notification from WVUEngage saying your organization has successfully registered.
  6. Remember - If you do not successfully register your organization before the September 15th deadline, you will need to contact SEL@mail.wvu.edu for next steps. 

CHECKLIST

The following items are required in order to renew your organization's registration: 

  • Registration Form
      • Constitution
  • Updated Roster and Officers/Advisor
  • Officer Trainings (3)
  • Advisor Training & Agreement Form

have questions?

Contact SEL with any questions or concerns about the registration process. 

Contact Us

check your status

You can check your organization's registration status in WVUEngage. 

Active

Registration has been successfully completed before the September 15th deadline.

Pending

Registration is in-progress and your window is still open. You only have partial access to University resources.

Inactive

Registration has not been fully completed before your window has closed. You have no access to University resources. Turn that frown around! Inactive status is not permanent. Email SEL@mail.wvu.edu for help!