UWF Student Organization Handbook

Table of Contents

1. About Student Engagement
2. About Student Organization Council
3. Other Important Dates
4. Benefits of Getting Involved
5. RSO Sub-Council Ambassador Program
6. New Student Organization Registration
7. Re-Registration Process for Active Student
8. Organizations
9. Student Leader Eligibility & Accountability
10. RSO Advisor Information
11. Funding for Student Organizations, Engagement Points, and Travel Information
12. Student Organization Policies
13. ARGO PULSE Expectations & Requirements

About Student Engagement

Student Engagement fosters students’ development, connection to the campus community and collegiate success by offering a range of programs, services, and opportunities supportive of an engaging and dynamic campus life.

We believe a connected, dynamic, and vibrant campus life supports students’ success and well-being. We seek to offer extraordinary events and experiences that promote students’ retention and persistence to graduation by way of high-impact experiences, social integration, and institutional commitment.

We are the home of 100+ registered student organizations and the online hub for involvement opportunities at UWF, known as ARGO PULSE. Each one of our staff members specializes in a different area to prioritize and ensure the learning, growth, success, and positive experience of all students.

Our office is located on the second floor of the Commons: Building 22, Room 244. Stop in and see us anytime!

Student Organization Council

Welcome to the UWF Registered Student Organization (RSO) Handbook—a comprehensive guide designed to support and empower you on your journey as student leaders at our esteemed institution. Within these pages, you will find essential resources, policies, and guidelines to help you navigate the exciting world of student organizations.

Central to our commitment to student empowerment is the Student Organization Council (SOC), a dedicated body tasked with overseeing and supporting the diverse array of student organizations on campus. Comprised of representatives from various student groups, SOC serves as the governing body of student organizations, providing leadership, resources, and advocacy to ensure the success and sustainability of student organizations. SOC aims to help improve collaboration between student organizations, grow our RSO community, and cultivate an active campus culture.

In this handbook, you will find valuable information about SOC's role, responsibilities, and processes, as well as guidance on how to engage with SOC to enhance your organization's impact and effectiveness. Whether you are seeking guidance on event planning, funding opportunities, or leadership development, SOC is here to support you every step of the way.

SOC encourages you to make full use of the resources and support available to you through SOC, Student Engagement, and other university channels. We are very excited to kick off our inaugural year with you all. Go Argos!

SOC Roles & Responsibilities

SOC serves as a hub for fostering an engaged and vibrant campus community. Comprising dedicated student leaders, SOC is committed to enhancing the university experience through various initiatives and programs as well as improving the processes and policies governing RSOs.

• Managing ARGO PULSE: SOC oversees ARGO PULSE, the central platform for all registered student organizations (RSOs). By managing this platform, SOC ensures seamless communication and coordination among RSOs by approving registered events, officer check-ins, and community feed posts.
• Creating Sub-Councils and Facilitating the Ambassador Program: SOC initiates and supports the establishment of sub-councils within student organization categories. Additionally, through the Ambassador Program, SOC promotes collaboration and networking among RSOs, fostering a sense of unity and community across campus.
• Hosting Social Events: SOC organizes a variety of social events tailored to the interests and needs of RSOs. These events provide valuable opportunities for networking, sharing ideas, and strengthening bonds within the student body.
• Leadership Development: SOC is committed to nurturing leadership skills and qualities among all students. Through workshops, training sessions, and mentorship programs, SOC empowers students to become effective leaders within their respective organizations and the broader community.
• Highlighting and Appreciating RSOs: SOC recognizes and celebrates the accomplishments and contributions of RSOs. By highlighting their work through various channels and platforms, SOC showcases the diverse talents and achievements of student organizations, inspiring others and creating a culture of appreciation and recognition.

Overall, SOC is dedicated to building a dynamic and inclusive campus community. By promoting collaboration, leadership development, and appreciation of student organizations, SOC strives to create a campus environment where every student feels empowered, connected, and valued.

SOC Council Meetings

Every month, SOC hosts a council meeting in the Commons Nautilus Chamber (Building 22, Room 255) for Sub-Council Ambassadors and members of the RSO community to attend. These council meetings will update members on deadlines, policies, events, and new opportunities. The Sub-Council Ambassadors will also have the opportunity to share updates within their respective sub-councils.

Participating in council meetings isn't just about staying informed. It's also a space to actively shape campus life. If your student organization has an upcoming event to promote or any pressing matter to discuss, reach out to your Sub-Council Ambassador or the SOC President for scheduling. You can contact your Sub-Council Ambassador via your Sub-Council ARGO PULSE group chat or view the UWF Student Organization webpage.

These meetings provide a vital platform for students to collaborate, propose initiatives, and ensure that SOC remains responsive to the evolving needs of the student body.

Get Involved with SOC

SOC's main focus is hosting leadership development workshops and creating opportunities for students to network with other RSOs and be active on campus. We are here to help you grow as a leader and connect with fellow organizations, making your campus experience richer and more fulfilling. If you have not found your organization yet, we are here to help!

Leadership Development

Leadership development is crucial for empowering students to become effective leaders in both their academic and personal lives. SOC prioritizes this growth by offering a mandatory SOLD (Student Organization Leadership Development) workshop at the start of the year, equipping students with essential skills and knowledge. Throughout the year, we continue this journey with a series of diverse workshops to provide comprehensive and enriching leadership experiences.

Network and Socialize

SOC heard your feedback about the desire to network with other RSOs. To achieve this, we are introducing a series of social events aimed at bringing students together, breaking comfort zones and sparking new connections. Each semester, SOC will host a grand mixer or recognition event, complemented by smaller gatherings throughout the year. Join us as we cultivate an environment where students can have fun, forge meaningful relationships, and enrich their college experience.

For updates on events and information on pop-ups, follow SOC and the Office of Student Engagement on Instagram (@uwfengagement). You can check our ARGO PULSE event calendar as well.

Benefits of Getting Involved

There are many benefits of being involved in a Student Organization at UWF. Some of the benefits include learning leadership skills, exploring different academic subjects, learning new sports, and learning about new cultures. Being involved on campus can help students get connected with mentors, faculty, staff, and other students who share similar interests. Below are the various areas of organizations we currently offer at UWF.

RSO Sub-Councils

Special Interests

The organizations in this sub-council highlight various hobbies that you may have in common with other students.

• Military: The organizations in this sub-council are focused on specific branches and areas of theU.S. military.
• Academics:The organizations in this sub-council focus on academic success, certain career fields, and specific research areas.
• Honor Societies: The organizations in this sub-council are all various honors councils specializing in service hours, leadership development, etc.
• Health and Wellness: The organizations in this sub-council focus on focus on physical & mental health as well as a career in those fields.
• Identity-Based: The organizations in this sub-council provide our students with a safe space to find a community of people who identify and live similarly, as they do.
• Religious: The organizations in this sub-council represent the various religions our students practice on campus.
• Service:The organizations in this sub-council prioritize service to the community and special causes as the focus of their organizations.
• Graduate Students: The organizations in this sub-council are specific to our graduate student population.
• Law & Government: The organizations in this sub-council focus on various aspects of politics, social issues, and careers in law.

RSO Sub-Council Ambassador Program

We are thrilled to launch the inaugural RSO Ambassador Programs for our RSO sub-councils. This is an exclusive initiative designed to empower and engage the diverse spectrum of student organizations that enrich our campus community. Each sub-council will have one appointed ambassador who acts as a representative and amplifies the voices and impact of the organizations within their sub-council. If you have any questions, please email socvp@uwf.edu.

How to Join

For the first year of ambassador recruitment, you must apply via ARGO PULSE and then schedule an interview with SOC. Ambassadors will be graded on a set rubric, and the highest score will receive the ambassador position for their sub-council for the entire academic year. Ambassadors’ positions will re-open every year.

Benefits of the Program

• Leadership Development: Being an ambassador will help you gain valuable leadership skills through training, workshops, and firsthand experiences with your sub-council.
• Networking Opportunities: You will be able to connect with a diverse group of student leaders, faculty members, alumni, and university administrators.
• Community Engagement: Engage with the broader university community through outreach initiatives and collaborative events. You will also play an active role in establishing new organizations on campus.
• Recognition and Visibility: Receive recognition for your contributions to campus life, boosting your credibility within our campus community

How to Create a Student Organization

Before proposing a new student organization, please check ARGO PULSE to see if a student organization already exists that may serve the same mission as the proposed student organization.

1. First, submit a New Student Organization Proposal form via the SOC ARGO PULSE Group Page.
2. After the proposal presentation, SOC and the ambassador(s) will determine whether your organization is approved for official registration. They will communicate the status of your proposal to you via email.
3. If your registration proposal is not approved, you will receive feedback on the reasons for denial. You can then make necessary changes to your proposal or follow any advice given by SOC.
4. Once your proposal is reviewed by SOC, the SOC president will work with you to schedule your proposal presentation with the whole SOC Executive Board and the Sub-Council Ambassador your proposed organization may fall under.
5. If your proposal is approved, you will then be expected to fulfill the six requirements listed on below this section and complete the New Student Organization registration form via ARGO PULSE. Your new organization will then be contacted by the SOC President with the next steps and deadlines.

Requirements to Become an RSO

An approved proposal from SOC, granting you access to registration.

1. 5 current students willing to participate as members and officers of the organization.
2. All student officers must meet the student leader eligibility criteria to serve.
3. A full-time UWF faculty or professional staff member who has agreed to serve as a Faculty/Staff advisor.
4. Organization policies, processes, and bylaws, including membership requirements, officer positions/selections, standing committees, etc.
5. An updated constitution. That includes specific hazing prevention language and other terms and warranties that can be found on the UWF Student Organization website.

Student Leader Eligibility Policy

University Policy SA-10.05-10/18

Students must meet the following minimum requirements to be eligible to seek and retain office in any student organization (including recreational sport clubs):

• Be enrolled in at least six (6) credit hours per semester as a degree-seeking student
• Have and maintain a cumulative grade point average (GPA) for UWF course work of at least 2.50 or have a UWF Semester GPA of at least 2.50 in the most recent fall or spring semester
• Not be on academic or disciplinary probation.

Students engaged in an official appeal process (e.g., a grade or conduct appeal) will retain their leadership positions pending the outcome of the University appeal process.  Students who have been issued interim measures will not retain their leadership position unless expressly authorized by the Dean of Students.

Student organizations may establish additional requirements for leadership positions so long as such requirements do not violate the University Policy P-13.08-03/17 Policy Prohibiting Discrimination, Harassment, and Retaliation. Additional requirements are subject to review and approval by the Student Involvement. Sport Clubs’ additional requirements are subject to review and approval by Recreation and Wellness.

RSO ACCOUNTABILITY

Expectations

Accountability is crucial for maintaining a thriving and respectful campus community. All RSOs must adhere to university policies and procedures to retain their official status and privileges. This includes standards and expectations set by the Office of Student Engagement such as meeting reservation expectations, properly utilizing ARGO PULSE, and following re-registration protocols. Compliance with these guidelines helps foster a well-organized, effective, and engaged student organization environment. Failure to meet these standards can result in penalties, including loss of privileges or recognition.

RSO Accountability Plan

Note that the severity and/or continuation of the offense can lead to which step an organization may start on.

1. Verbal Warning: Initial issues will be addressed with a verbal warning in a meeting with officers and/or advisors, outlining the problem and steps needed for correction.
2. Written Warning: If issues persist, a formal written warning will be issued detailing the violations and required corrective actions.
   1. Each RSO can get up to 1 written warning per semester. If the RSO can go 1 whole semester without another violation, the written warning will be voided and the RSO will start back at step one of the accountability plan.
3.  Probation: Continued non-compliance will result in probation, during which the RSO will be closely monitored and may have certain privileges suspended.
   
   1. Length of probation and loss of privileges is determined on a case-to-case basis.
4. Termination: Persistent failure to adhere to policies and corrective actions will lead to the termination of the RSOs
   active status and privileges.
   
   1. This includes access to EMS, funding, etc

RSO Advisor Information

All Registered Student Organizations are required to have a volunteer Faculty or Staff Advisor.

Advisor Eligibility

Full-time faculty and staff members are eligible to serve as student organization advisors so long as they are not on leave during their advising term. Student teaching assistants and graduate assistants are not eligible to serve as primary advisors but may serve as secondary advisors. 

Serving as an advisor is more than fulfilling a student organizational requirement.

Advisors must consider the following:

• Effectiveness of the officers for the organization
• Commitment of time and the level of involvement required
• Serving as the on-campus resource to the organization
• Mentoring and being involved with the growth and development of these students
• Providing consistency and communicating goals to future members
• Overseeing and assisting in program content and purpose of the organization

Advisor Responsibilities

In agreeing to serve as a student organization advisor, faculty and staff members must agree to certain responsibilities.

Funding for Student Organizations

All registered student organizations have the opportunity to receive funding from the Student Government Association (SGA) through the Activity & Service Fee (A&S Fees) budget. To receive funding from SGA, student organizations must be registered via ARGO PULSE and in good standing with UWF. All funding must be utilized for student support and other services as outlined in the SGASpending Guidelines. SGA funds are allocated on an annual basis. RSOs may request an annual budget when the process opens in October and will be notified of their allocated budget in March/April.

Different Ways to Receive Funding

Annual Budgets

Every fall semester, RSOs can request an annual budget from SGA. These funds can be used for anything that falls under the SGA Spending Guidelines, which can be found on the A&S Fee information webpage

These budgets are managed by the Office of Student Engagement and can be accessed by students on ARGO PULSE.

Grants

• Travel Grants:
  These funds can be requested by any student needing financial travel support. These funds are typically used for conferences,
  leadership development, or other extended learning opportunities. These funds can ONLY be used for travel purposes.
• Project Grants:
  If your RSO does not receive an annual budget, they may request a project grant. These funds can be utilized in the same manner an annual budget would be. They may be used for travel or other various expenses as long as they follow the SGA Spending Guidelines

How to Maximize RSO Funding: Engagement Points

We are excited to introduce a new incentive-based funding opportunity designed to reward active and engaged student organizations! By participating in various campus events and activities, your organization can earn points that can improve your chances of receiving funding from SGA.

How it Works:
Earn Engagement Points: Points can be earned by attending and hosting events, participating in community service or professional development workshops, collaborating with other RSOs, etc. Each type of engagement is worth a certain number of points. The more involved your RSO is, the more points you accumulate.

1. Track your Participation: Make sure to log the organization’s activities in ARGO PULSE. This will help us track your engagement and ensure
   you receive the points you have earned. Regular updates and accurate records are crucial to maximizing your points.
2. Improve Your Funding Chances: Organizations with higher engagement points demonstrate their commitment to campus life and responsible stewardship of resources. This dedication may be taken into consideration by the SGA when allocating funding, giving your organization a better chance to receive the financial support needed for your initiatives.
3. Showcase Your Impact: Use this opportunity to highlight the positive impact your organization has on campus. Active participation not only
   boosts your funding chances but also enhances your reputation and influence within the UWF community. These points are also taken into
   consideration during the end-of-year Student Involvement Awards.

Engagement Points

This table shows the breakdown of point categories available to collect throughout the year. Some events and opportunities will be added as the year goes on. Check updates via ARGO PULSE, The PULSE Newsletter, and Instagram (@uwfengagement).

Collecting your Engagement Points

Collecting Points

To collect points, RSOs will be required to submit the Engagement Points form via ARGO PULSE, including what student organization they are representing, what Engagement Points they are trying to collect, and a photo of at least 3 members who participated in the engagement opportunity with their names and student emails listed.

Tracking Points

SOC will be responsible for reviewing, approving, and keeping track of these points. RSO’s points may be communicated to them via The PULSE newsletter and the ARGO PULSE Group Leaderboard. This data along with your corresponding spending information will then be given to the SGA Budgets & Allocations Committee to review during your budget proposal.

Levels of Engagement 

SGA Budgets & Allocations Committee

The SGA Budgets & Allocations Committee is responsible for distributing RSO annual budgets and project/travel grants. At the end of the fall semester, SOC will provide the committee with the amount of engagement points your RSO collected, what level of engagement you fell under, and an in-depth review of how your previous annual budget was spent and what initiatives/experiences your money created for our campus and students.

The committee may take these aspects into account when distributing your next annual budget. SOC, SGA, and the Office of Student Engagement highly suggest your RSO participate in Engagement Point tracking to ensure you receive a proper amount of funding for your next year’s plans and growth.

If you have any questions about the SGA allocating process, please email sgabudget@uwf.edu.

RSO Purchasing and Travel

If your RSO receives an annual budget from SGA there are certain procedures, you must follow to access and spend your allocated funds. Please
review the reminders below and email studentorgs@uwf.edu with any questions.

1. ARGO PULSE
   The first step before any purchasing occurs, is to complete the Expenditure Request form via your group’s accounting book in ARGO PULSE.
   Whether you are submitting a direct purchase request or seeking a reimbursement.
2. Communication
   Depending on the nature of your request, you will receive specific communication from the Office of Student Engagement’s RSO purchasing team on how to proceed.
3. Spending Guidelines
   RSOs are funded through Activity & Servies Fees, These funds follow very specific guidelines. DO NOT purchase with your SGA allocated budget, without first getting the proper approval and communication. This could result in your RSO members losing money or future funding opportunities. The SGA Spending Guidelines can be reviewed here or on the A&S Fee Information webpage.

If you receive a Travel Grant through SGA, you must also follow very specific procedures to access and spend your allocated funds. Once you have been approved for an SGA Travel Grant, you will receive official confirmation from the SGA Budgets & Allocations Committee. After this is communicated to you, the Office of Student Engagement’s Office Administrative Specialist will contact you with further instructions.

FAQ’s for RSO Funding

ARGO PULSE: Streamlining RSO Management

ARGO PULSE is UWF’s comprehensive platform designed to streamline the management and operation of RSOs. It serves as a centralized hub where student leaders can efficiently manage their organization's activities, communicate with members, and stay connected with the broader campus community.

Key Features

• RSO Management: Manage their membership rosters, update officer and advisor roles, track participation, and maintain up-to-date contact and policy information.
• Event Planning: Easily create, promote, and manage events. The platform supports event registration, attendance tracking, and feedback surveys, ensuring all logistical needs are met.
• Communication: Send announcements and updates to members using the email builder and engage with the wider student body through the Community Feed and various specific channels.
• Document Storage: Store important documents such as constitutions and meeting minutes in a centralized, accessible location.
• Compliance Tracking: Keep track of required forms, training sessions, and other compliance-related activities to ensure your RSO meets university standards.
• Budget Tracking: Using the Accounting Book within ARGO PULSE allows your RSO to manage your RSO budget and request access to your organization’s funds

ARGO PULSE: RSO Requirements

Event Registration

Any event hosted by an RSO on or off campus must be registered in ARGO PULSE. You can do this by navigating to the Events Tab on your RSO Dashboard, clicking the “Create Event” button, and filling out the required information for your event. The required information to include regarding your events are as follows:

1. Event Name: Provide a clear and descriptive name for your event.
2. Event Date and Time: Select the start and end date and time for your event.
3. Location: Add this whether your event is on or off-campus. Make sure you have already reserved the on-campus space via EMS before registering your event on ARGO PULSE.
4. Event Description: Write a detailed description of the event, including the purpose, activities planned, and any special instructions for attendees.
5. Event Category & Tags: Choose the appropriate category and tags for your event so your organization and attendees can gain points (e.g., workshop, group meeting, social, community service, etc.)
6. RSVP or Ticketing Information (if applicable): Indicate what is needed from students to attend.
7. Event Image: Upload an image, flyer, or both that represents your event.

You can complete any other requested information through the ARGO PULSE event tabs. If you are hosting an event with alcohol and/or are off campus, make sure to contact socpresident@uwf.edu for proper approval and documentation.

Track Attendance

Once you have registered your event, submit a request to rent the Nautilus Card Swipers from SOC. Tracking event attendance is mandatory for any event over 10 people. This tool can help your RSO effectively keep track of how many students attend your events. This can help plan effectively, measure engagement, and prove your RSO's impact on campus at the end of the academic year.

ARGO PULSE Tracking & Access

The following forms and features are accessible through ARGO PULSE. Reference this page for links to several of these features.

If you have questions not answered by our handbook, please contact the following:

For Purchasing or Travel: studentorgs@uwf.edu
For RSO registration, events, etc.: socpresident@uwf.edu
For RSO Advisor Information: ddrapeau@uwf.edu