Student Organization Handbook

UWRF is home to over 100 student organizations spanning diverse interests, academic majors, beliefs and hobbies. For a complete directory of student organizations click here. The topics listed below provide resources for student organization advisers and student leaders. Still can't find a student organization for you? Find three friends and create your own! You'll need to meet the minimum requirements below to start a student organization. 

Minimum Requirements:

• Complete the new student organization application, including a constitution and set of bylaws.
• The organization must consist of at least four members and three-quarters of your members must be students enrolled at UWRF.
• Find a UWRF faculty or staff member to be your advisor.

Click here to view the New Student Organization Guide

Each student organization has different needs and expectations of their officers and advisor. When transitioning officers within your student organization, it is critical that the new leadership team and advisor have reached consensus regarding these needs and expectations. Use the following checklists as a way to begin a discussion with outgoing student organization leaders, incoming officers, and your advisor about the responsibilities and expectations of each party. 

Student Leader-Advisor Worksheet

This worksheet is to intended to assist in identifying expectations of advisors and student leaders. The worksheet should be filled out by the advisor and each officer within a student organization. Once all parties have filled out the worksheet they should meet to share and compare answers and discuss differences

Officer Transition Checklist

Most successful student organizations implement some form of officer transition program. The Officer Transition Checklist should be used in addition to overlapping officer terms by at least one month so that new officers have the opportunity to work closely with outgoing officers. Any questions regarding officer transitions can be directed to the Office of Student Involvement. 

Recalling Officers

If you are having concerns about your organization’s officers, please contact the Office of Student Involvement to discuss your concerns. Officers may be recalled from office for cause. To initiate a recall election the following steps must occur:

1. A petition signed by one third of the organization’s active members must be submitted to the organization advisor and one other executive member before the next regular meeting to have it included on an agenda for a “first reading.” 
2. The officer subject to recall must be given written notice 24 hours prior to the “first reading” and shall be given an opportunity to provide a defense at that time.
3. Following the “first reading," a recall vote shall then be taken at the next regular meeting. A two-thirds vote is required to remove an officer. All active members must be notified of this prior to the night of the vote.

If the position of President becomes vacant as the result of resignation, ineligibility or recall, the Vice President shall assume the office of President. Vacancies in any other elected office shall be filled by an election held at the next regular meeting. Nominations may be made any time after the vacancy is announced. The President may appoint an interim officer to fill the vacancy until the election is held. 

Some organizations have been moved to an "inactive" state. The following are a few reasons an organization could be considered an inactive group: 

• The organization has registered in the past seven years, but did not renew their organization last year. 

• The organization was not in good standing at the end of the last academic year. 

• The organization was dissolved by the student members. 
    

If you wish to re-activate an organization, you will need to fill out the form below to re-activate the organization. You should do this instead of registering a new organization for the following reasons: 

• You just have to review the existing constitution/bylaws and make updates instead of creating a new one. 

• You will get the history of the organization in FalconsConnect (events, documents, etc.). 

Request to Re-Activate a Student Organization Form

The University of Wisconsin-River Falls (UWRF) is committed to academic freedom and freedom of expression. Students have the right to freedom of speech, peaceable assembly, petition and association. This includes the right of students through student organizations to examine questions of interest to them, to express opinions publicly and privately and to support their opinions and causes in a lawful manner that does not disrupt university operations or violate university policy.

As with any right, the right of freedom of expression comes with responsibility. For instance, students have the right to express their views, but not necessarily the right to say anything, any time, or in any place. The university may place reasonable time, place and manner restrictions on that expression. Freedom of expression does not protect students from the consequences of behavior or conduct that violates UWRF policies (including those that prohibit harassment or disruption of classes or other university activities).

At UWRF, “inclusiveness” is a Falcon value, and that means that we value diversity in people and ideas. Statements that demean and exclude members of our Falcon community are contrary to that value. While the university refrains from restricting the exchange of ideas and viewpoints (even those that are offensive or disagreeable), it does not mean the university condones, supports or agrees with all ideas expressed. While students have the right to express their views, others have the right to challenge those views by expressing a different perspective. Freedom of expression does not mean freedom from criticism.

Student Involvement staff and student organization advisers are committed to upholding freedom of expression. Student organizations with questions should contact their adviser or studentinvolvement@uwrf.edu. 

In addition, the Universities of Wisconsin Board of Regents Policy Document 4-21, “Commitment to Academic Freedom and Freedom of Expression” applies to all UW System students, employees and visitors. This policy contains provisions addressing “violent or other disorderly misconduct that materially and substantially disrupt[s] the free expression of others.”

If your organization is inviting guests to campus who are under the age of 18, please reach out to our pre-college liaison at patricia.kay.ford@uwrf.edu or 715-425-3244. Visit this website for more information.  

The Office of Student Involvement is committed to preventing all forms of sexual misconduct, including sexual assault, dating and domestic violence, stalking and sexual harassment. Any complaint of sexual harassment or sexual violence can be directed to this link. For general Title IX information, please visit this page.

The following policy addresses some commonly asked questions regarding political activity on campus.  Please contact the Office of Student Involvement regarding any questions you may have which are not addressed in this policy. For a full list of state policies surrounding political activity on campus, please view this document.

This website addresses the following FAQs: 

• As a university student or university-recognized student group, may I organize a political event to be hosted on my campus? 

• Can student groups utilize segregated fees or university resources to contribute to a political campaign? 

• May segregated fees be used to fund the printing of posters, political  advertisements, or t-shirts indicating our group's support of a candidate or political party? 

• Can student organizations urge students to vote? What about voting for a particular party or for a particular candidate? 

• As a university student, may I display a partisan political sign in my residence hall room?
   

Can campaigning be done in the Residence Halls?

For questions, more information or to reserve space please contact Jennifer Rassett, assistant director of Residence Life.

The Office of Student Involvement supports and enforces the Universities of Wisconsin policy in regards to alcohol use at student organization events. Student Involvement requires that any event that will provide alcohol be approved by the Director of Student Involvement. Please contact the Office of Student Involvement to visit about events serving alcohol at least 30 days prior to the event. Please review the Universities of Wisconsin and UW-River Falls policies below regarding alcohol and student organizations.

Overview/Background: UWS 18.09
UW-River Falls Administrative Policy: Alcoholic Beverages on Campus
UW-River Falls Administrative Policy: Alcohol and Tobacco Sponsorships
 

Off-Campus Alcohol Procedures

Student Organizations may plan an event where alcohol is served to individuals of the appropriate age and in accordance with state and federal laws. While such events pose inherent risks, the Office of Student Involvement understands that events can take place where alumni, parents and family, etc. can participate and alcohol can be present.

The Office of Student Involvement requires any organization planning to host an event where alcohol is served either by members of the organization or by a third-party vendor (i.e.- banquet hall, UW-River Falls, local restaurant or bar) submit necessary paperwork at least 10 days prior to an event taking place. Once submitted, forms will be reviewed and either approved or denied by the Office of Student Involvement. Any event that takes place without an approved application is subject to disciplinary action by the Office of Student Involvement and Dean of Students Office. Please note that a copy of the vendor's liquor license and proof of insurance, as well as a guest list, will be required with all alcohol applications. Links to necessary forms are provided below:

Hosting an Event at an Organization Member's Residence/Facility: Click Here
Hosting an Event with a Third Party Vendor

Please note any student organization planning an event where alcohol is served off-campus is expected to understand and uphold the off-campus alcohol and drug policies.

Purpose of Mascot

The purpose of the UWRF mascot, Freddy Falcon, is to promote UWRF spirit at all times. The mascot should strive to motivate, inspire and entertain Falcon fans and students. Please note that violating the purpose of the mascot or performing in Freddy in any way which may hinder the image of UWRF is prohibited. To request Freddy, email marketing@uwrf.edu. 

Mascot Rules

The following guidelines will be enforced and must be followed while "mascoting" within Freddy the Falcon:

• While portraying Freddy, mascots cannot speak.
• The full Freddy uniform must be in place at all times in public.
• Performances must be kept appropriate and family-friendly at all times. Please note that other people, including children, are looking at you as an extension of the UWRF brand.
• You must provide a designated person to wear the Freddy costume and another to guide this person.
• HAVE FUN!
   

Mascots other than Freddy the Falcon

Using mascots other than Freddy the Falcon to represent your student organization is strictly prohibited. This includes using another mascot on printed materials, t-shirts or student organization gear. If you have questions regarding the use of the Falcon head or the Freddy Falcon mascot please contact the Office of Student Involvement.

Please note if your student organization plans to use the Falcon, Freddy, the UWRF logo or even the words UWRF or the University of Wisconsin-River Falls on t-shirts or other advertisements, they must submit for approval through University Communications and Marketing (UCM) and provide the art that is to be printed in a viewing .PDF or .JPEG so staff can view it before approval.  

Please remember that anything with the UWRF logo or language on it must be appropriate because it is representing the University. University Communications and Marketing has an office located in the University Center that can assist with this process. Please email ucm@uwrf.edu for additional assistance. 

RSO Graphic Support: Graphics consultations are held in the Involvement Center near the Information Desk. Come to the open office hours in the Involvement Center or send an email to studentorggraphics@uwrf.edu to start your project. 

RSO Brand Guide: If you are designing something yourself and are wanting to use the university or any registered marks, please visit our RSO Brand Guide to ensure you are representing UWRF correctly.

Apparel: River City Stitch is a local printing company and can assist your organization in creating a variety of materials including apparel, caps and hats and promotional items. When creating apparel for your org, please keep in mind that you must use a Licensed Vendor if you use any wordmarks/logos or words related to UW-River Falls. 

Some other Approved Vendors are:  

• Custom Ink

• 4 imprint 

• Brown and Bigelow 

• Promo Advantage

• Campus Marketing Specialists

• Or see a full list of approved vendors here https://clc.com/license-search/  
   

Printed Promotional Items: If you would like posters, handouts or any other printed items to promote meetings or events you can use our on-campus printer Fast Copy. Use the online form to order printed items. If you go through UCM, they will provide you with files ready for the printer.

Why should my organization reserve a space?
We encourage all student organizations to reserve a space for planned student organization events as it helps us provide the proper support for student activities.

How can my organization reserve a space?
Event space, meeting space or vendor table space reservations requests can be made in a variety of different ways. A Recognized Student Organization officer may log into the space scheduling software and enter space requests directly into the system.  Another option is to email reservations@uwrf.edu for any questions about space use on campus or stop by in-person at the University Center Information desk to talk to a reservations coordinator.

For more help in planning and hosting your event, please see the event planning timeline. As always, reach out to the Office of Student Involvement with any questions!
 

Reserving a meeting/event or vendor space

All recognized student organizations are eligible to reserve spaces on campus. Decisions about reservations are solely based on neutral and objective requirements and criteria in the Use of Facilities policy, the procedures referenced below and specific building reservation policies. Review these policies and follow the procedures below to ensure that your space reservation is successful. All reservation requests that comply with the written guidelines will be approved without consideration of the content or viewpoint of the expression so long as the space is available at the time requested.  

Important Notes:

• The UC Ballroom and the Falcon's Nest spaces are now set at reduced and fixed rates inclusive of room fees and base equipment and labor. Additionally, University Center audio/visual and event equipment and associated labor is available to recognized student organizations at no charge. However, student organizations may be charged when equipment and/or services must be provided from a source outside of the University Center.
• Special fees: Organizations using facilities may incur charges for set up, supervision, equipment, space or other fees depending on the scope and nature of the event. Special cleaning or damage fees may be incurred. Review the space reservation confirmation and or invoice for details.
• Ongoing Reservations: University Center staff reserves the right to change ongoing reservations room assignments in the event unforeseen circumstances. University Center staff will work with groups involved to find an equal/better space and generally will not move a reservation without prior notice. Changes to ongoing reservation room assignments will be made without consideration of the content or viewpoint of the expression involved in the ongoing reservation event. 
• Food ordering: If food and beverages are being ordered from Chartwells for the event, contact the Catering Manager and view your various catering options. Note: Recognized student organizations are allowed to provide pre-packaged and/or prepared and delivered food (no homemade items) and non-alcoholic beverages in connection with authorized meetings or events held in the University Center as long as the total value does not exceed $100. (Plan to provide receipts for UC Building Manager review at your meeting or event)
• Receive and review confirmation: The Reservations Office will confirm all reservations via email. Each confirmation will include audio/visual/technical needs and room set up information. Note: Reservations confirmations will include prices listed as estimates and you will be billed the actual amount approximately two weeks after the event takes place. It is your responsibility to determine if the facility reservation is correct and complete.  
   

Reserving Large Spaces for an Event
If you are holding a large scale event and would like to reserve large indoor or outdoor spaces on campus, please be sure to follow the steps below.
 

Riverside Ballroom, Falcon's Nest: Request space using one of the methods listed above a minimum of 90 days prior to your event date.  

1. The room reservation will remain in tentative status until the group meets with reservations staff to discuss and finalize event details. Reservation finalized details must be received at least 30 days prior to the event date.
2. Reservations will confirm all reservation requests and send out confirmations via email. Please review all confirmations to ensure all details are correct.  
    

Outdoor Spaces:

1. Submit a request at least three days prior to your event date by emailing Reservations or submitting the BPLogix web form here.
2. Once you receive the final confirmation, review it and ensure all details are correct. Contact Reservations regarding any errors or questions.
3. Please read the informational sign posted at each of the UWRF bonfire pits to ensure a safe event.

Graphic Help: Did you know, we have a marketing and graphic department which can support your organization? Click here for the Student Org Graphics process.

There are several different ways that your student organization can advertise, recruit and market at UWRF. Regardless of the type, all advertising must include the following information: 
•    Name of the organization
•    Date(s) of the event
•    Contact information/location 

Prohibited: The following is not allowed on student organization advertisements.
•    Use of profanity or implications of sexual, racial or other harassment
•    Promoting the use of alcohol or other drugs
•    Hateful and/or degrading language

Please visit our Student Org Brand Guide for more guidelines on using the Universities name.

Restrictions: If you plan to use the university name or any UWRF logo while advertising, please review the Student Org Brand Guide  or UWRF Licensing Page. If you still have questions, feel free to send an email to Student Org Graphics.

Below are some of the ways you can get the word out about your student organization. If you have any questions please contact the Office of Student Involvement.

Digital Signage: If you would like your graphic posted on the digital signs in the UC please fill out this form or send an email to ucdigitalsignage@uwrf.edu. Visit the Marketing and Graphics How-To Section below to download the “Student Org Spotlight PowerPoint Template.” Edit the slide with your org’s information and save it as a .png or .jpeg file to upload to the digital signs in the UC. 

Posters: Marketing and Graphics can help student organizations with the creation of posters. Additionally, when hanging posters be sure to follow the regulations below:

• Residence Halls: All materials posted in the Residence Halls must be no larger than 11"x17". Bring 11 copies of your organization's poster to the Residence Life Office in the basement of Hathorn Hall for approval. Promotional materials will be then posted by Residence Life staff on a space-available basis. Students and/or student organizations cannot hang posters in the Residence Halls without prior approval.
• Academic Buildings: Bulletin boards that are not labeled for a specific department are available for university-related postings. Each specific college has different posting procedures. Please visit the dean or department office in each college prior to hanging posters in the academic buildings.
• University Center: The University Center has a several public posting areas near and around the Involvement Center.  Any student organization may post their materials in these areas. Additionally, the Involvement Center calendar is open for student organizations to post events. Postings on the calendar must meet the guidelines below:
  • Be no larger than 11"x17" in size. 
  • Must be a one time event (no weekly meetings).
  • The event must be open to all students..
• Table Tents: (4x6) cards placed in the plastic table tent holders throughout the UC. Can also be used as a small handout to promote your event. Space for tents is reserved via the UCM Marketing  and Graphics Department.

If there are any questions regarding posting in the University Center please visit the Office of Student Involvement or the Information Desk for assistance.

Marketing Options:
Visit the Student Org Marketing Guide for a number of creative ways to market and promote your organization!

Vendor Tables

Vendor tables are a great way to market an event or recruit membership to your student organization, they can be used to:

• Sell tickets to upcoming events
• Sell organization apparel
• Promote upcoming event
• Market and recruit for your student organization

When tabling, follow the solicitation policy of the University Center listed below:

• Groups are not allowed to approach students or others using University Center facilities. 
• Solicitation is not permitted. 

If you have questions please email reservations@uwrf.edu. 

Reserving a Space:
Event space, meeting space or vendor table space reservations requests can be made in a variety of different ways:

• A Recognized Student Organization officer may log into the space scheduling software and enter space requests directly into the system here
• Stop by in person at the University Center Information desk to talk to a reservations coordinator. 

If you have questions regarding your reservation or space use on campus please email reservations@uwrf.edu.

Chalking

Chalking is a great way to promote your event to students navigating campus. All chalking must be appropriate in content and include the name of the organization, date(s) of event and contact information and/or location. Chalk can be checked out from the University Center Information Desk.

Please note that chalking is only permitted in designated areas on campus. The designated area is on the main campus mall extending from 3rd Street to 6th Street.  Any chalking done outside of approved areas will be removed and the organization(s)/individual(s) responsible may face disciplinary sanctions. The graphic and notes below further explain where acceptable chalking can occur.

• Chalking is NOT allowed on the sides of the patio entrances to the University Center.
• Chalking is NOT allowed on the patios of the University Center..
• Chalking is NOT allowed on the side wall face of the University Center.
   

The timeline below should be used as a guide to help your student organization plan and execute large scale events. Please note that the timeline might have to be varied depending on the scale and scope of the event. If you have any questions regarding event planning please contact the Office of Student Involvement.

90 Days before the event:

• If using an on-campus space for your event, make a space reservation.
• If you are paying your guests, process entertainment contracts with the Office of Student Involvement.
• Send the Volunteer Agreement Form to unpaid guests.
• If using a large venue space (i.e.- Riverside Ballroom, Falcon's Nest or outdoor spaces) for your event, meet with Reservations staff and Production Services staff.
   

60 Days before the event:

• Develop a marketing plan for your event.
• Using vendor tables to market your event? Schedule promo/vendor tables with Reservations.
• Meet with Marketing and Graphics in the Involvement Center to design promotional materials.
   

30 Days before the event:

• If you plan to seek funds for your event from Student Senate, submit a funding request a minimum of 30 days before the event.
• Finalize all event details with Reservations.
• Serving food at your event? Order food from Chartwells Catering.
• Print promotional products through Fast Copy.
• Submit public performance rights to Reservations if you are showing a movie.
   

15 Days before the event:

• Determine volunteer needs and create a sign up.
• Confirm any food orders through Chartwells Catering.
• Distribute advertising to public posting locations on campus.
   

Week of Event:

• Confirm facility set up with Reservations.
• Confirm any production needs with Production Services.
• Create Day-of-Event Itinerary.

RSO Event Check In

Event and meeting attendance tracking is optional.  If you would like to track attendance using the FalconsConnect attendance tracking app, find the "how to" here .

If your organization plans to travel to a location off-campus (outside of Pierce or St. Croix counties) there are a few things you should know: 

• Student organizations are generally not considered on “university business” when traveling and are most often only covered by a student's personal insurance. 
• Transportation funding or reimbursement: If being reimbursed for transportation costs, it must come from another funding source (e.g. Club or department account) and cannot use any form of Finance committee (FC) funding. FC no longer covers “transportation” funding of any kind. 
  • If you are being reimbursed from a department or club account, for ground transportation, including personal mileage and vehicle rentals, you must complete a vehicle use agreement found here: Driver's Authorization | University of Wisconsin River Falls (uwrf.edu) 
• Personal Vehicles: You may choose to use a member’s personal vehicle to travel to your destination. Please note that when using your personal vehicle you are only covered by your personal insurance.
• When using a personal vehicle, please visit uwrf.edu/RiskManagement/PersonalVehicleUse.cfm
• Rental Vehicles or UW-River Falls Fleet Vehicles: Students must be agents of the university to be eligible to drive a UW-River Falls fleet vehicle or rent under the business use contract. To be an agent of the university, you must have three things:
  • Travel purpose must be related to an academic course, degree, or professional certification
  • Co-sponsored event with the University
  • Under the direction and control of University
     

To rent a vehicle or schedule a fleet vehicle you must:

• Have an approved Vehicle Use Agreement on file.
• Have written Authorization from faculty or management stating the University business for the use.
• You must remain in the scope of "university business" while driving the vehicle.
• See the UW System policy for specific examples of when you may or may not be an agent of the University. Not being an agent will require students to take the insurance for coverage in a rental vehicle or be responsible for any collision, comprehensive and/or liability damages . UW-River Falls fleet use is prohibited for non-business use.
• All Students driving a fleet vehicle or rental vehicle must review Policy SYS 616: University of Wisconsin Student Drivers Under the State’s Liability Protection | UW Policies
• Airfare: Be sure to speak to your If your advisor before purchasing airfare. The university has strict guidelines for airfare.

If your organization is bringing a performer, speaker or service provider to campus and is planning to pay them, a contract will need to be completed. Contracts ensure that an agreement is made between the guest and the University regarding payment, liability and service details. 

If your organization is using approved funding from the Finance Committee (FC) to pay your guest, the Student Involvement Budget Coordinator will complete the contract process for your organization. A member of the student organization will need to submit Purchase Request, found in the Finance area of your FalconsConnect site. The Purchase Request form will also provide a link to complete a “Pre-Contract Worksheet.” Please do this at least 30 days prior to the event. This form will have all the information the Student Involvement Budget Coordinator will need to begin the contract process and request the payment.  

If your organization is using your own funding, or funding from a department to bring the guest, please check with your advisor about a contract. 

If your student organization is bringing a performer, speaker or service provider and is not paying them, the volunteer must fill out the Volunteer Agreement Form 

Providing food at your Student Organization meeting:

If you are meeting in the University Center, follow the University Center guidelines per the University Center Policy and Procedure manual:

• Recognized student organizations will be allowed to provide pre-packaged and/or prepared and delivered food (no homemade items) and non-alcoholic beverages in connection with authorized meetings and events held in the University Center as long as the total value does not exceed $100.
• If the total value exceeds $100, the Recognized Student Organization is required to cater the event through the food service contractor via catering@uwrf.edu.
• If you are not meeting in the University Center, you will need to follow the food policy/procedures for whatever building or space you’re meeting in. If you are unsure of the building's policies, please check with the academic department associated with the room in which you're meeting.

 
Selling food as part of a fundraiser for your Student Organization:

• Food stands are frequently used by UWRF student organizations. While this is an effective fundraising activity, it is very important that your organization know and follow proper processes and procedures related to food stands. Please thoroughly review the process below to ensure a successful food stand!
• Step 1: In order to host a temporary food stand, one organization representative must take and pass the Food Stand Quiz with a score of at least 90% one time per year. This representative is expected to then provide guidance to other members who prepare and/or staff the food stand.  
• Step 2: Complete the Food Stand Application. This application must be filled out by the person who took and passed the Food Safety Quiz and must be submitted at least 14 days before the food stand. Organizations are limited to three food stands per year. If you are wishing to have more than three food stands per year, your organization must work with Pierce County Public Health to obtain a Temporary Food Stand Permit.
• Step 3: Once the Food Stand Application is submitted, the Office of Student Involvement will review the application. Please note that a lack of detailed answers may result in denial of the application. The Office of Student Involvement will then notify the student organization if their application has been approved or denied. If the application is approved, a copy of the Food Stand Application will be emailed to the president of the hosting student organization. If the food being served is required to maintain a specific temperature, a Food Temperature Recording Chart will also be emailed to you.
• Step 4: Pick up a food safety kit from the Information Desk located in the University Center on the day of the food stand. Additionally, the Food Stand Application must be on display at all times during the food stand.
• Step 5: The Food Temperature Recording Chart must be completed and turned back in to the University Center Campus Information Desk within 14 academic days after the completion of the food stand. Failure to do so will result in the loss of food stand privileges for your organization for one year.

RSO Event Catering Exemption Request

If you would like to bring outside catering to your large-scale event within the University Center, you'll need to request a catering exemption if you aren't going to use Chartwells catering services. To complete a request, please fill out the form found here.

The Student Government Association Finance Committee (FC) reviews requests and distributes funding to student organizations using money collected from every student through Segregated Fees. There are two funding options available from the FC that you can request funding for your student organization, Annual Funding or Single-Event Funding. Both of these options are explained in more detail below.  

If you have further questions about funding for your student organization, please contact the Student Government Association’s Finance Director at sga.finance@uwrf.edu.  

Annual Funding

Annual Funding is available for an organization to use for the full academic year. Annual Funding requests are accepted in February, for the following academic year. To be eligible for Annual Funding, an organization must meet these requirements:  

• Membership in the organization must be open to the entire student body.  

• Events included in an organization's Annual Budget request must be open to all students.   

• The organization must have a representative attend Annual Budget Training held in spring semester.  

• The organization must submit their Annual Budget Request via their organization's FalconsConnect portal by the designated deadline during spring semester.  

• The organization must have a representative attend an Annual Budget Hearing with the FC to discuss the organization's request  
      

Please note that the FC does not fund items such as fundraisers for the organization, items that will be kept by organization members (e.g. t-shirts, books, etc.), individual meals for members during travel, transportation, awards, credit producing programs/activities, etc.  

For more information about Annual Funding, please contact sga.finance@uwrf.edu. 

Single Event Funding

Single-Event Funding is available for one-time events, conferences or supply purchases. An organization can apply for Single-Event Funding three times per semester, or up to $2,000 per semester, whichever comes first. Once you submit your Single-Event Funding request via your organization's FalconsConnect site, you will be invited to the next FC meeting to discuss your request. FC members will ask you to explain your request, ask you questions about it and make a decision about funding the request. Single-Event Funding is available on a first-come, first-served basis, so apply as early as possible. Note: Requests must be submitted at least seven days prior to the date of your event or supply need.  

Please note that the FC does not fund items such as fundraisers for the organization, items that will be kept by organization members (e.g. t-shirts, books, etc.), individual meals for members during travel, transportation, awards, credit producing programs/activities, etc.  

For more information about Single-Event Funding, please contact sga.finance@uwrf.edu. 

There are several different ways that you can raise funds for your student organization. Prior to choosing a method to fundraise it is important to understand how to hold a successful fundraiser.  

There are several different ways that you can raise funds for your student organization. Prior to choosing a method to fundraise, it is important to understand how to hold a successful fundraiser.    

How to host a successful fundraiser: Student organizations can choose to host events to raise money for their organization or a charity of their choosing. These events can take a variety of forms and sizes. The size of an event determines how much time you should allow for planning. In all cases, we recommend you allow two to four months to plan a fundraiser. A successfully planned fundraiser can do much more than raise money - it can promote and market your student organization, as well as create pride among existing members. Please see the checklist below to ensure that you are adequately prepared to plan and execute a successful event. Please note that the Student Government Association Finance Committee does not fund fundraising.  

Prohibited Fundraising and Data Security 

Please note that any fundraiser that involves the "sale" of people or services (i.e.- date auction or service auction events) are prohibited. Such activities may intentionally or unintentionally demean students on our campus, create unsafe situations and are not consistent with UWRF institutional values.  

Please note that unauthorized card readers for Point of Sale (POS) transactions are strictly prohibited (e.g. Square). Student Organizations agree that UWRF provides only unmanaged internet connectivity to Student Organizations and that UWRF does not warrant this connectivity as appropriate or secure for the processing of payment card transactions. Both parties agree that UWRF is not acting as a Payment Card Industry (PCI) service provider for Student Organizations through the provision of said internet connectivity and Student Organizations, as the merchant of record, assume all risk, responsibility, and liability for protecting payment card data as well as for remaining compliant with the PCI Data Security Standard (DSS) and any other relevant industry standards or laws, as applicable.  

Raffles: The State of Wisconsin Statutes requires all raffles to be licensed. For more information about that process, please contact the Office of Student Involvement.  

Silent Auctions: According to the State of Wisconsin Statutes, silent auctions are not raffles or games of chance, so they do not require a license and are considered legal.  

Food Stands: Food stands are frequently used by UWRF student organizations. While this is an effective fundraising activity it is very important that your organization know and follow proper processes and procedures related to food stands. Please see the accordion above labeled "Food Stands" for more information.  

Apparel Sales: Prior to designing or selling any apparel, it is important to understand the university rules that surround using the Falcon or University logo. Any design with the Falcon, Freddy, the UWRF logo or even the words UWRF or the University of Wisconsin-River Falls must follow the licensing guidelines for UWRF Registered Marks found in the Student Org Brand Guide.

Please remember that anything with the UWRF logo or language on it must be appropriate because it is representing the University. The Student Organization Graphics and Marketing team is located in the University Center and can help with the approval of designs containing University licensed words or images. If you plan to design apparel, please reach out to studentorggraphics@uwrf.edu . 

Consider the following when creating apparel for fundraising purposes: Apparel is best if sold to existing members within a student organization. The apparel should be optional to buy and funds raised by sales should be allocated to a specific event or cause. If you are looking to sell apparel to the general campus community, be sure to take into account the overhead costs of designing and creating apparel for such a large population.  

Fundraising at Local Restaurants: Some student organizations hold fundraisers at local restaurants where the organization receives a designated percentage of the sales. Please note the following when considering such a fundraiser:  

• Overhead costs to organize such a fundraiser are not funded by the FC.  

• Some restaurants require that student organization members assist on site during the fundraiser.  

• In order to fundraise at some local restaurants a tax ID number is required, please contact Accounting Services accountingservices@uwrf.edu.  

• Popular options for restaurant fundraising are Buffalo Wild Wings, Culver's and Chipotle.    

University Center Fundraising Policy: Recognized Student Organizations and university departments may use the University Center for fundraising activities. Other organizations and off-campus vendors must be sponsored by a recognized student organization or campus department and have prior approval from the Director of the University Center or the designee before reserving space for events of a profit making nature. 

 Additional policies are listed below:  

• Recognized Student Organizations and university departments may sponsor three non-food fundraising events each semester with a maximum length of three days each.  

• If you are hosting a fundraiser, you will be charged for the use of the space or table.  

• For more information, please contact the Office of Student Involvement.  

Student Organization Assumption of Risk: By participating in student organizations, as a member and/or as a participant, it is assumed participation is voluntary and by its very nature, carries with it certain inherent risks. Specific risks vary based upon the activity and can range from minor injuries to catastrophic accidents that can result in major injury or death. UW-River Falls encourages participants to consult with a doctor regarding any strenuous activity since no health or accident insurance is provided for student organization participants by the University of Wisconsin-River Falls or the State of Wisconsin. Participants acknowledge, understand and accept the risks that are inherent in participation in student organization activities and assert that participation is voluntary and that participants assume all such risks. 

Reducing Risk of Student Organization Activities: All activities, regardless of intention, have some inherent risk. As a tool to help decrease risk associated with student organization activities, the UW-River Falls Risk Management office has developed the Risk Assessment Matrix. The matrix should be utilized as a critical part of activity planning to ensure risk in minimized. Please contact Risk Management with any specific questions or concerns. 

Individual Recognized Student Organization (RSO) members and/or other student groups may be referred to the Dean of Students Office for individual student misconduct concerns under UW System Chapters 17 and 18. Please see the current Recognized Student Organization Conduct Process.

Individual Recognized Student Organization (RSO) members and/or other student groups may be referred to the Dean of Students Office for individual student misconduct concerns under UW System Chapters 17 and 18. Please see the current Recognized Student Organization Conduct Process.

• How to Conduct Elections
• How to Create an Event 
• How to Update Positions
• How to Add Profile Photo
• How to Event Check In
• How to Find Student's Event Pass and Track Attendance 

• How to View your Budget
• How to Request Annual Funding
• Adviser Review for Pending Annual Budget Request
• Purchase Request How To
• Reallocation Request How To
• Single-Event Funding Request How To

• How to use Canva
• UCM Graphic Guide
• Student Org Spotlight Powerpoint Template
• RSO Brand Guide
• Student Org Graphics Process
• Student Org Marketing Guide

Student organization training is now held via Canvas. If you are a student organization leader and do not have access to the course, please email studentinvolvement@uwrf.edu