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Charter Application (College of Wooster)

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BROWSE COLLEGE OF WOOSTER FORMS

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Charter Application Instructions for a New or Renewing
• New Organizations: To start a new organization, a student representative must submit an intent to charter
form and meet with a member of the Lowry Center and Student Activities Office to discuss their idea for the
new organization, review the chartering process, and discuss what is required for a charter as it is written. A
draft of the charter is welcomed and can be reviewed during this meeting for feedback but the intent to
charter form is required to be on file for the meeting. The actual charter application is due on the Friday of
the 4
th
week of either the Fall or Spring semester by noon (12 pm). Once a final draft is submitted to Lowry
Center and Student Activities, the charter will be shared with the Campus Council Charter Committee for
review. Until the charter is approved officially by Campus Council, the potential student organization is not
permitted to act as an organization outside of having one (1) interest meeting. The approval of a new
organization can take between one (1) and two (2) full semesters. Failure to submit this document by the
deadline will result in the inactivation of the Organization until the next submission period.
• Renewing Organizations: This document is due on Friday at noon of the 7
th
week of the Spring Semester.
• Supplemental Information: Supplemental information includes but is not limited to: constitution, by-
laws, affiliations, meeting procedures, selectivity process, and process for dues to be waived.
Supplemental information should be merged with your charter in the submitted .pdf file. To learn how to
merge .pdf files, please use Google.
• Failure to complete the application, meet the deadlines, address changes from Charter Committee, or
failure to follow instructions found within this document will result in rejection of the application.
Renewing organizations will be moved to inactive status resulting in them not being able to function as
an organization for at least one (1) semester.
• Submission Directions: This document must be typed using this form. This document shall be submitted to
the Lowry Center and Student Activities digitally with the name of the .pdf file being the full organization
name followed by the year submitted and then “charter” without spaces (i.e. campuscouncil2019charter.pdf).
The email should be sent to studentactivities@wooster.edu with the subject of the email being “Charter
Application” followed by the organization’s name. Please Carbon Copy (CC) the officers and advisor of the
organization on the email. Any issues using the form or submitting it need to be directed to the Lowry Center
and Student Activities immediately and prior to the submission deadline.
• Additional information on how to write or update your organization’s charter will be available in the
Student Organization Handbook (to be ready by Fall 2019).
2
Chartered Student Organization
Submission Date _____/ __________/________
Official Organization Name:__________________________________________________Acronym:____________
Is the Organization known by any other name? ____________________________________________________
Type of Application: New Renewing Year Founded:____________________________________
Did You Make Any Changes to Your Charter, Outside of Yearly Goals and Roster?
No Yes, changes were made to:______________________________________________________
Organization Classification (Check One Only):
Multi-Ethnic
Faith-Based
Club Sports
Performance
Greek or Selective Organization
Service & Civic Engagement
Academic
Honorary
Arts & Culture Gender & Sexuality Special Interest
Scots Key: By checking the box below and submitting this form, all members and advisor listed below have read and
agree to abide by The Scot’s Key:
Yes, we have read the Scot’s Key and agree to abide by it as an organization.
Required Trainings: By checking the boxes and submitting this form, the officers listed above have agreed to
attend these required trainings/meetings:
Cultural Competency Training
Welcome Back/Scot Spirit Day Meeting
Financial Training for President and Treasurer
Event Planning Training Series
Organization’s Purpose/Mission:
3
ANNUAL S.M.A.R.T. GOALS: Each year an organization should develop annual goals together. These will vary from
year to year. S.M.A.R.T. is an acronym that can be used to guide an organization’s goal setting. Please at least list three
(3) S.M.A.R.T. goals for the next Academic Year. You are encouraged to make one (1) of your goals related to Diversity,
Equity, and Inclusion. Failure to write goals as S.M.A.R.T. goals could result in your charter being rejected.
S.M.A.R.T. Goals:
• Specific (simple, sensible, significant): What will the goal accomplish? How and why will it be accomplished?
Who is involved? Where will it be done? Why are we doing this (reason, purpose)? What
constraints/requirements do we have?
• Measurable (meaningful, motivating): How will you measure if the goal has been reached?
• Achievable (agreed, attainable): Is it possible? Is it reasonable enough to be accomplished? Have others done it
successfully? Do you have the necessary knowledge, resources, skills, and abilities?
• Relevant (reasonable, realistic, resources, results-based): What is the result of the goal? Is the goal worthwhile
and will it meet the needs of your organization? What is the reason, benefit, or purpose of accomplishing the
goal?
• Time (time-based, time limited, timely, time-sensitive): What month, day, and year will you complete this goal?
What is the established completion date and does the completion date create a practical sense of urgency?
Examples of S.M.A.R.T. Goals –
• Improve our relationship between student members and advisor by meeting with our advisor once a month
during the academic year.
• 90 % of our organization’s members will complete 20 hours of approved community service by April 15.
• Our organization will increase our visibility on campus by hosting five (5) open and advertised events
during the academic year.
• Our organization will collaborate to plan and execute a fashion show representing global fashion with the
goal of educating the campus on appropriation vs appreciation by Spring Break.
1.
2.
3.
4
Executive Board or Officer List:
The following positions are required per Campus Council: President, Treasurer, and Advisor. President and Treasurer
must be on campus for the entire academic year. The Vice President and Secretary positions are highly encouraged. All
other positions are optional.
Organization’s Officers or Executive Board: Official Titles with Roles and Responsibilities
Please go into detail on the roles, duties, and responsibilities for each officer listed above. This information allows the
person fulfilling the position to know and understand the expectations and role of the position they are being elected to
fulfil.
President/Co-President
Title: ________________________________________
Name:_______________________________________
Woo Email: _____
Cell Number: _____
Campus Box: _____
President/Co-President (Optional)
Title: ________________________________________
Name: _____________________________________
Woo Email: _____
Cell Number: _____
Campus Box: _____
Vice-President (Optional)
Title: ________________________________________
Name:_______________________________________
Woo Email: _____
Cell Number: _____
Campus Box: _____
Treasurer
Title: ________________________________________
Name: _____________________________________
Woo Email: _____
Cell Number: _____
Campus Box: _____
Secretary (Optional)
Title: ________________________________________
Name:_______________________________________
Woo Email: _____
Cell Number: _____
Campus Box: _____
Alternate Officer (Optional)
Title: ________________________________________
Name: _____________________________________
Woo Email: _____
Cell Number: _____
Campus Box: _____
Alternate Officer (Optional)
Title: __________________________________________
Name: _______
Woo Email: _______
Cell Number: _______
Campus Box: ____
_____ ____ __ __ _ __ __ __ __ __ __ _
Alternate Officer (Optional)
Title: ________________________________________
Name: _____________________________________
Woo Email: _____
Cell Number: _____
Campus Box: _____
Advisor/Co-Advisor
Name: _______
Woo Email: _______
Campus Phone Ext: ______________________________
Department: ___________________________________
Advisor/Co-Advisor (Optional)
Name: _____
Woo Email: _____
Campus Phone Ext: ____________________________
Department: _________________________________
5
Elections Process for Organization’s Officers or Executive Board Members
Please go into a detailed explanation of the organization’s election process to include who is eligible to run, when
elections occur (based on the campus council timeline), how elections will run, votes counted, and a tie will be broken,
who is eligible to vote, etc.
Removal Process for Organization’s Officers or Executive Board Members
Please go into a detailed explanation on what process the organization will take to remove an officer who is not meeting
the outlined roles, duties and responsibilities outlined above. It is an expectation that people are given feedback and the
opportunity to improve before an officer is removed for their position.
Organization’s Expectations of the Advisor
6
Advisor’s Expectations of the Organization
General Meetings and Events
• How often does the organization hold general meetings for the academic year? Student organizations are
encouraged to have at least 2 general meetings per semester.
Twice a Semester
Monthly
Bimonthly
Weekly
Other:
• If renewing, on average, how many students attend general meetings?
• If renewing, on average, how many students attend and/or participate in events?
Travel & Physical Risk: Student organizations traveling off campus must complete travel documents through the
Lowry Center & Student Activities Office. All student organizations with physical risk are required to have each
member sign a waiver.
• Does your organization travel off campus? Off campus travel is any travel outside of the City of Wooster
No
Yes If yes, please describe the type of off campus travel and how often:
• Is there
proposed physical risk for the students involved in the organization ?
No
Yes
Membership & Dues: If the organization has a selection process or has dues, a constitution and bylaws must
be attached at the end of this document detailing the selection process for membership, how dues are
collected and used, and how students may go about having dues waived.
• Does the organization have a selection process for membership? No Yes
o Is the organization’s selection process based on:
Auditions
Bids
Ot
her:
• Does the organization have dues?
Academic Standing
Yes No
o If yes, may student get the due waived? Yes No
External Organizations: Supporting documentation
from external organization is required and must be attached
to confirm the formal association (i.e. letter of support, documentation of registration, membership card or charter)
Is the organization associated with any external organizations: Yes No
If yes, what is the name of the external organization:
What type of tax status does the external organization have:
5
01(c)(3) 5
01(c)(4) 5
01(c)(6)
527
N/A
Other:
Membership:
• Renewing Organizations: Attach the organization’s roster from the current academic year as a roster of
returning members for the Fall. Each roster should include the following for each member: name,
Wooster email address, and position in the organization (i.e. President, Treasure, General Member).
Please include the advisor’s contact information on your roster as well. All student organizations are
required to have five (5) College of Wooster student members.
• New Organizations: Attach a roster of interested members. All student organizations are required to
have five (5) College of Wooster student members. An updated roster will need to be submitted following
the first semester after the organization has been officially chartered. Please include the advisor’s contact
information on your roster as well.
Example Roster
2019-2020 Roster
Student Organization Name:
_______________________________________________
Last Name First Name Wooster Email Position Student ID #
Scale Audrey ascale22@wooster.edu President 4XXXXXXXXXX
Mitchell Jonah jmitchell20@wooster.edu Vice President 4XXXXXXXXXX
Keyser George gkeyser21@wooster.edu Treasurer 4XXXXXXXXXX
Markle Rebecca rmarkle22@wooster.edu Secretary 4XXXXXXXXXX
Smith Richard rismith22@wooster.edu General Member 4XXXXXXXXXX
Watson Cassidy cpiper21@wooster.edu General Member 4XXXXXXXXXX
Toby Zoe ztobey20@wooster.edu
General Member
4XXXXXXXXXX
Fox Freddie ffox21@wooster.edu
General Member
4XXXXXXXXXX
Churchill Molly mchurchill22@wooster.edu
General Member
4XXXXXXXXXX
Mellor Robin rmellor21@wooster.edu
General Member
4XXXXXXXXXX
Piperman Mandy mpiperman20@wooster.edu
General Member
4XXXXXXXXXX
Finley Sydney sfinley22@wooster.edu
General Member
4XXXXXXXXXX
Rogers River Rrogers20@wooster.edu
General Member
4XXXXXXXXXX
Zimmer Julia jzimmer@wooster.edu Advisor n/a
Date Submitted:
2/2/2019
If additional space is needed for names on your roster, please attach additional roster sheets to the email.
2019-2020 Roster
Student Organization Name: ___________________________________________________
Last Name
First Name
Wooster Email
Position
Student ID #
Date Submitted:
2019-2020 Roster
Student Organization Name: ___________________________________________________
Last Name
First Name
Wooster Email
Position
Student ID #
Date Submitted:
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Completed 24 July 2020

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