Wake Forest University’s
Student Organization Handbook

Welcome to the Wake Forest University Student Organization Handbook! This guide provides a comprehensive overview of the policies and procedures essential for the successful operation and management of a student organization. This handbook is designed to empower student leaders by serving as a one-stop resource for key information, from registration requirements to event planning and financial management.

Wake Forest University’s
Student Organization Handbook

I. Organizational Registration

II. Officer Responsibilities and Conduct

III. Advisor Roles, Expectations, and Responsibilities

IV. Event Planning Guide

V. Financial Management

VI. Policies & Standards

I. Organizational Registration

All chartered organizations are required to complete annual registration each spring to ensure a smooth leadership transition and to increase organizational effectiveness. The registration period is announced by the Office of Student Engagement (OSE). During this period, organization leaders can log into their Link account and select the "Register" button on their organization's management homepage.

Registration requirements include:

• Updating your constitution and bylaws.
• Providing current officer and advisor information.
• Submitting a roster with ten or more members, with all organization rosters kept current and up-to-date on The Link.
• Completing all required workshops for your organization's officers.

Organizations that fail to complete annual registration will be "frozen," which hides their organization from the public and limits officer access to the page. Frozen organizations cannot reserve space, spend funds, hold events, or participate in the fall and spring Involvement Fairs. An organization can be unfrozen after a meeting with OSE.

II. Officer Responsibilities and Conduct

As a student organization leader, you are responsible for upholding the Student Code of Conduct and all relevant university policies. Your primary responsibilities include:

• Serving as a conduit of information that is vital to the success and sustainability of the organization.
• Ensuring your organization complies with all event planning guidelines.
• Overseeing your organization's financial transactions and fundraising efforts.
• Managing communication and expectations for your members and guests.

III. Advisor Roles, Expectations, and Responsibilities

All registered student organizations are required to have an advisor. The advisor’s role is more than just a name; it is an important part of the co-curricular education and development of students.

• Core Responsibilities: Advisors should have an understanding of the organization's mission and goals, be aware of important dates and deadlines, and be accessible and visible to student leaders.
• Mentorship & Support: Advisors are encouraged to get to know the student leaders and assist them in making meaning of their experiences. They serve as a resource for understanding university policies and procedures and can help maintain a "healthy" organization by assisting in the leadership transition process.
• Mandatory Attendance: Advisors must be notified of all events and are required to attend those involving guest speakers or alcohol.

IV. Event Planning Guide

Planning a successful event requires collaboration and adherence to university policy. Here is a summary of the key steps and expectations.

All events must be registered on The Link, with timelines varying based on the event's scale, from a minimum of 10 business days for simple events to 60 days or more for larger, high-impact functions. An Event Planning Meeting (EPM) with the Office of Student Engagement is required for more complex events that involve alcohol, external guests, minors, or security needs.

Key logistical considerations include:

• Space & Equipment: Reserving all spaces through DeaconSpace and submitting work orders for facilities support at least two weeks in advance.
• Catering & Alcohol: All food must be arranged with Campus Dining/Aramark, and alcohol policies must be strictly followed.
• Marketing: Advertising can be done through various campus channels but must adhere to posting policies and should not be started until SAF funding has been approved.
• Inclement Weather: A backup plan is required for all outdoor events.

For more detailed information on event tiers, timelines, and specific venue requirements, please refer to the Student Organization Event Planning Guidelines.

V. Financial Management

• SOFO: The Student Organization Finance Office (SOFO) assists student organizations with all aspects of expense payment and revenue collection.
• SAF: The Student Activity Fee Committee (SAF) allocates funding for campus-wide events and initiatives.
• SBAC: The Student Budget Advisory Committee (SBAC) allocates funding to chartered student organizations.

VI. Policies & Standards

• Contracts: Organizations that sponsor a performer (DJ, Band, Speaker, Entertainer) on campus may often have to execute a formal contract agreement before the program can take place. The Office of Student Engagement has been charged by the university to manage this contract process for all registered student organizations. The only people on the Wake Forest campus who can bind the university to an agreement are those authorized by the Assistant Vice President for Campus Life.

Student organizations cannot sign contracts on behalf of Wake Forest University or in any way represent that they are agents of or signing on behalf of the university. Such action may constitute civil or criminal fraud. In many instances, a verbal agreement is binding; students should check with the Office of Student Engagement before making offers for any performers.

• Demonstrations, Chalking and Posting Policy: The intent of this policy is to create an environment that safeguards the right of each member of the University community to demonstrate, regardless of viewpoint. The University can best create an environment that both promotes engagement in peaceful demonstrations and supports its obligation to provide an environment conducive to its mission by specifying when, where, and how acts of free expression can take place. This approach also supports the University’s interest in protecting the safety of individuals participating in demonstrations and the campus community.
  
• Travel Wake Forest University seeks to promote safe travel by members of Chartered Student Clubs and Organizations, and initiatives to events and activities occurring outside the boundaries of University property. This policy applies to Student Organizations, Clubs, and initiatives where funding is provided and/or administered by the University. Examples of events and activities that fall under the scope of this policy include but are not limited to club sports activities, leadership conferences, competitions, tournaments, performances, tours, conferences, trainings, and retreats.

All recognized student groups traveling must submit a Student Organization Travel Request Form (SOTR). Students are reminded that the Student Code of Conduct and the University Alcohol and Other Drug Policy also apply to the conduct of students off-campus. Any violations of these policies may result in individuals being referred to the student conduct process or student groups being referred to the student group conduct process.

• Travel Funding: Travel funding is related to lodging, airfare, vehicle rentals, mileage reimbursements, or other costs directly related to an organization-specific trip. Primary travel funding comes from the Student Budget Advisory Committee (SBAC), but travel can also be paid from sources including, but not limited to, an Agency fund (dues), a gift designation (donations), or Student Activity Fee (SAF) funding. Groups must be fully chartered to receive travel funding. If a Club or Organization is in need of travel funding, SBAC Contingency funding can be applied for at least sixty (60) days in advance. Student Clubs and Organizations must follow the travel procedures regardless of the funding source. Travel funding cannot be accessed until the trip is approved by Campus Recreation or Office of Student Engagement (OSE).
  

Fronting: A student organization is not permitted to "front" for a non-campus entity. Fronting is defined as granting university access and/or benefits to a non-campus entity whose purpose is unrelated to the sponsoring campus organization.

Student organizations may bring off-campus entities to campus if:

• The entity’s mission directly aligns with the respective student organization.
• The solicitation opportunity is documented through the event registration process.
• A member of the respective student organization is always present with representatives from the off-campus entity.
• The representatives from the off-campus entity agree to and abide by all university policies, and local, state, and federal laws.
• Film Screenings and Public Performance Rights If you plan to show a movie, you must obtain public performance rights prior to the film screening. This is required even if the library owns the video. You should contact the rights holder (the film's distributor) to determine if rights are bundled with the purchase or if an additional cost is required. Bring proof of the rights to the Z. Smith Reynolds Library at least 24 hours before the film is shown.
  
• Spaces and Places

• Events with Animals
• Outdoor Spaces 

• External Groups: Must be sponsored by a department or chartered student organization.

Other Policies:

• Non-discrimination: All student organizations must abide by the non-discrimination statement for student organizations.
• Organizational Misconduct: The Student Code of Conduct details expectations for student organizations.
• Marketing: All student-created materials that use University logos must follow the identity standards and be printed by a licensed vendor.