Clubs & Organizations Forms and Resources

• C&O Policy and Procedures Manual (C&O PPM)
• C&O Reservation Guidelines in the Shepherd Union
  • Steps to Use Online System (EMS) to Reserve Space in the Shepherd Union
  • EMS Login (Select 'I am a Student Clubs & Orgs')
• C&O Officer Transition Checklist (PDF) C&O Officer Transition Checklist (Word)
• Event Planning Checklist
  • Public Movie Showings Licensing & Copyright

• 2024-25 C&O Funding Request Form (OFFICIALLY CLOSED FOR 2024-25 ACADEMIC YEAR)
• Club Fundraising Link Request
  • Sponsored & Affiliated Groups - Request a giving link for club fundraising attached to club account
  • Registered Groups - Email Heather Cimino (heathercimino@weber.edu) for registered clubs' giving link
• Weber State Tax Exempt Certificate

• C&O Changes & Updates Summer 2024 Meeting:

• Recognition Structure Details

• The first step for a club or organization to get approval to travel in an official capacity must be to complete the WSU Student Group Travel Proposal (after clicking on the link scroll down to find the "2025 Club Travel" link). This form must be submitted via email at least two weeks before the first date of travel to heathercimino@weber.edu.
• For next steps, please refer to the Club Travel Checklist. 
   
• Vehicle Related Travel Documents
  • Clubs and organizations that would like to rent a university vehicle from the University can review the Vehicle Fleet Information.
  • Completing the Driver Certification is required for all students who plan to drive a vehicle as part of their club/organization travel. 
     
• Other Travel Documents
  • Clery Student Travel Notification Form
  • Field Trip Participants Roster
  • Statement of Understanding/Release
  • Behavior Agreement
     

• All questions and concerns can be directed to Eric Hunter, Director of Study Abroad (erichunter2@weber.edu) or Heather Cimino, Assistant Director of SIL and C&O Coordinator (heathercimino@weber.edu).
   

• Weber State University values all students and the health and well-being of any student as they travel away from the university or take part in an activity that is sponsored by the university, funded by the university, undertaken using a university vehicle, or undertaken under the scope of the organization. For all in-state and out-of-state travel and student organization trips, all procedures outlined in the WSU Policies and Procedures Manual, 4-10 apply.

• For questions or to place a catering order please email Makena.Page@sodexo.com or jason.sample@sodexo.com. 
• Food Exception Form

Areas and Teams Important to All WSU Clubs and Organizations.

• Accounting: To setup a new index (cost) code account, to find out the balance on an account, and for any other questions regarding club finances, contact Heather Cimino at 801-626-6824, heathercimino@weber.edu.

• Campus Recreation: Located in the Wildcat Rec Center, the Campus Recreation department can help any student organization classified as a club sports and/or a club or organization seeking information about Campus Rec facilities, rentals, etc. For information about club sports contact Morgan Fradley at 801-626-6476, for information about facilities and rentals contact Tammy Bates at 801-626-6637.

• WSUSA Clubs and Organizations Team: Student leaders on the WSUSA Clubs and Organizations Team can assist any club with event planning, recruitment, marketing of events, etc. For more information on how to get in contact or get involved with the WSUSA Clubs and Organizations Team, contact Heather Cimino at 801-626-6824, heathercimino@weber.edu.

• Leadership Development: Students interested in further developing their leadership skills and experience can get involved in various leadership programs offered at Weber State University through the Department of Student Involvement and Leadership. For more information on leadership workshops, discussions, conferences, and classes, contact Sheldon Cheshire at 801-626-6349, scheshire@weber.edu.

• Office of the Vice President of Student Access & Success: The Vice President of Student Access & Success supports the growth and success of student organizations at Weber State University. For more information on the Division of Student Student Access & Success at Weber State University, visit www.weber.edu/studentlife.

• Scheduling and Room Reservations: Registered/recognized student organizations have the privilege of reserving space within the Shepherd Union Building for meetings, practices, workshops, social events, tabling, or conferences. For information on room availability, or to reserve space for a future event, contact Scheduling, Events, and Conference Services at 801-626-7285, unionscheduling@weber.edu. Additionally, Scheduling, Events, and Conference Services offer the ability to check availability and reserve rooms through their online EMS system.

• Risk Management: The goal of proactive risk management is to ensure student organizations plan and host events where everyone involved has a safe and fun experience. Risk management is the process of advising organizations of the potential and perceived risks involved in their activities, as well as supervising organization activities, and taking corrective actions and proactive steps to minimize accidental injury and/or loss. Clubs should contact Risk Management at 801-626-6832 or risk@weber.edu if an upcoming event involves any perceived risk to ensure that all risk mitigations efforts are considered and approval for the event is given.

• Monthly Advisor Meetings

• Use GivePulse to to search for service opportunities in the surrounding areas.

C&O LEAD Designation

The Leadership Co-curricular Designation is designed to recognize the learning and contributions that students make toward individual leadership development. Club leaders, especially club presidents and other officers, develop leadership skills through leading their club or organization in accomplishing the mission, purpose, and goals of the group. This includes working in small groups, working with campus administrators, budgeting and funding requests, planning and hosting meetings and events, etc. Students who complete the C&O LEAD Designation will have the accomplishment added to their academic transcript at graduation. 

• Application Process:
  • To be a club/organization officer, individuals must be elected into office through their specific club or organizations’s election process laid out in their club/organization constitution.
  • Club/Organization officers wishing to receive credit for C&O LEAD Designation must declare that intent to the C&O Coordinator in the Department of Student Involvement & Leadership (SIL), Heather Cimino (heathercimino@weber.edu). 
  • Once the club officer has completed all of the requirements (listed below) they must complete the C&O Officer LEAD Designation Completion Form. 
    
     
• C&O Lead Designation Requirements:
  • The club/organization officer is required to complete the online Presidents’ Training offered through the WSUSA C&O Team on the C&O website; including passing the adjoining quiz also found on the website.
  • The club/organization officer is required to attend 100% of scheduled monthly C&O Officer Meetings.
    • NOTE: A make-up option is offered on the C&O website after each month’s training that can also be completed to receive credit for attending.
  • The club/organization officer will identify a challenge or opportunity for growth within their club/organization and will spend the semester working to find a solution that will improve the club/organization’s overall success. A written report of the problem identified, proposed solution(s), and demonstrated progress will be required to complete this requirement.
  • The club/organization officer will find a book that either identifies with their club/organization’s mission, vision, and/or values and/or that will help the club/organization officer improve the success of their club/organization. The club/organization officer will read the book and write a reflection of what they learned and how they plan to utilize the information in the book to improve their club/organization.

Leadership Workshops for Clubs & Organizations

The Department of Student Involvement and Leadership offers specialized leadership development training for WSU clubs and organizations. Please complete the C&O Leadership Training Request Form to have the SIL staff facilitate a leadership workshop for your group. You can also see the complete list of trainings offered at the link. If you do not see a topic that meets your group's needs let us know and we can work with you to create a training specifically for your club or organization.

Should you have any questions please email Heather Cimino (heathercimino@weber.edu) or Sheldon Cheshire (scheshire@weber.edu).

• Best Practices Timeline for Marketing Your Event
• Clubs & Orgs Logo Standards (PDF)
• Training Assistance for Marketing/Web/Social Media/Graphic Design
• Club/Org Social Media Accounts: Guidelines, Policies, and Accessibility Tips
• Need a club email (ex. basketweaving@weber.edu)? Email Heather Cimino (heathercimino@weber.edu)
• Email Signature Generator
• WSU Student Resources Guide