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West Virginia University Student Engagement
WVUEngage

Annual Registration

The 2023-2024 Student Organization Registration is now closed. New student organizations are accepted on a rolling basis until March 31, 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, 2023 (no exceptions). 

Note: New Student Organization Registration runs from April 15th (2023) to March 31st (2024) 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 can be found on the SEL website with the required sections highlighted and notated with asterisks.
  • Have four (4) primary Officers and an Advisor:
    • President, Vice President, Treasurer, Secretary
  • Have at least five (5) active members. This can include the four Officers.
  • Have officers complete the required trainings (3).
    • Attend a Registration workshop (see dates on WVUEngage). 
    • Complete the Finance Module (video and completion form).
    • Complete the Title IX Module (video and completion form).
  • Have a WVU Faculty/ Staff Advisor complete the requirements below.
    • The Advisor must complete the mandatory Advisor Training Module (video and completion form).
    • The Advisor must accept the Terms & Conditions of their role on the WVUEngage profile of the organization(s) they advise. 
      • Please note your advisor must log-in to WVUEngage to access the completion form and accept membership to the organization(s) they advise.

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

Want to get a head start on Registration? check off all 3 required trainings, learn more about student organization leadership, and meet other organization leaders on campus at the SOLD Retreat!

Information on the Spring 2024 SOLD Retreat will be available in the coming weeks.

2023-2024 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 2023-2024 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 (see dates on WVUEngage). 
  • Complete the Finance Module (video and completion form).
  • Complete the Title IX Module (video and completion form).
e

Advisor Requirements

  • A student organization advisor must be a full‐time University faculty or staff member.
  • The Advisor must complete the mandatory Advisor Training Module (video and completion form).
  • The Advisor must accept the Terms & Conditions of their role on the WVUEngage profile of the organization(s) they advise. 

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 2023-2024 Student Organization Registration.
  2. Complete Trainings - At least one officer is required to complete the virtual Finance Module (video and completion form) and virtual Title IX Module (video and completion form) 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 (video and completion form) and accept the Terms & Conditions of their role on the WVUEngage profile of the organization(s) they advise.
  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 and Terms & Conditions

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!