Recognition and Approval of a Student Organization
In order to obtain official recognition, all student organizations must have their application approved within RAMSync. Recognition allows organizations to apply for funding, advertise on the Student Events Calendar, reserve rooms on campus, and participate in the annual student organizations fair. Each organization must submit a renewal application on a bi-annual basis. Approval is contingent upon organizations successfully fulfilling established requirements.
Maintaining A Recognized Organization
Each semester student organizations are required to renew their organizations to maintain their organizations recognized status. To complete this process, you will have to click the orange banner on your organizations portal and follow the process to update all of your organization's executive board and advisor information. Each semester you will be required to provide a list of events that you will hold for approval. Upon approval of the events by the Coordinator of Student Organizations, your organization is renewed and active.
Upon the registration and approval process, you are then able to do the following:
Space Reservation Requirements
ALL Students are required to enter events into RAMSync for approval and placement on the 25live calendar. Reserving space on campus is one of the benefits of being a registered student organization. All registered student organizations that are ACTIVE are allowed to reserve space. To reserve space for a student event please observe the process explained below.
To start the process, the student must first enter the event in RAMSync through their organizations portal. Please note ONLY administrators of the organizations portal may enter events for approval.
The event Request form requires event logistics like:
-
- Name of Event
- Event requestors name, email and phone number (This is used also for logistical questions if needed as well as for them to receive confirmation of the event
- Date, Time, Location and Description
- Resources needed and Room Set up
- Alternate date and time for event in case of location unavailability
- A flyer if they wish to attach one
- Expected Participants (with information regarding who the event is open to)
- Advisors email address and phone number for APPROVAL of the event
Once the event has been entered into 25live, the building coordinators from the locations approve and send out confirmations or contact the RAMSync administrator (Ms. McCoy) for assistance. Once the RAMSync Administrator receives a copy of the confirmation from the building coordinator, the event is APPROVED in RAMSync and the students may begin marketing.
The entire process usually takes up to 3 or 4 days depending on the advisors approval. If the advisor does not approve the event in one day, notes are posted in RAMSync and the event requester is then responsible for following up to confirm they received the request and then guide them through the process of approving the event.
FYI information
To reserve space in Donald Julian Reaves Student Center, Thompson Center or Anderson Center, you are required to observe the following:
Spaces managed by Student Centers (Donald Julian Reaves Student Center (DJR), Thompson Center (TC), The "Pit", Recreation Practice field) require a 14 days (including Saturday and Sunday) reservation window. You will visit your Student Organization and select Events and then the Green Create an event. All student organization events must be entered into RAMSync for space reservation.
Spaces managed by Conferences and Institutes (Anderson Center, K.R. Williams) requires 14 business days (not including Saturday and Sunday).
Space reservation fees – These fees are determined by many different things, number of participants, location of event, time of event, etc. Fees are added once the event is approved and a listing of all fees associated with the event will be received on the confirmation the organization receives from the building coordinator.
Marketing
Until your event is approved in RAMSync and you receive a confirmation, you may not post any flyers on campus. ALL flyers will need to be approved by the staff in University Student Activities & Engagement in DJR Suite 204 prior to posting. This also includes electronic flyers being placed on social media.
Upon approval flyers may be place on bulletin boards throughout campus. Each building may have their own rules, but in DJR and TC, you may not post flyers on walls, door, pillars, glass, or in elevators.
Please contact Housing at 336-750-3471 as they have different rules. They are located in Thompson Center 301. Housing will only allow posting of approved flyers.
An organization posting flyers will be subject to charges for not removing flyers or any damage to surfaces that are not approved. Posting flyers on campus and/or social media without proper approval will be at risk of immediate cancellation of marketed event and suspension of organization.
Tips for advertising
Remember the 5 W’s: Who, What, Where, Why and When- Who is the event for or who is sponsoring the event?
- What is the event for or what is the name of the event?
- Where will the event be held?
- Why are you having the event?
- When will the event be held?
Organizational Governance
Organization Annual RAMSync Registration HOW TO Workshop
All ACTIVE student organizations will be required to send the president and the secretary of their organization to an annual RAMSync Registration HOW TO workshop. This workshop will cover topics such as funding, available resources and benefits, and policies. Registration for this event will take place on RAMSync. To continue your active status, the members listed above must attend this workshop. Prior to registering for this workshop, please make sure that you have updated your organizations portal in RAMSync with your current officers. Annual Registration will begin August.
Each year University Student Activities and Engagement sponsors a Student Awards Banquet. The banquet is dedicated to recognizing and celebrating the outstanding accomplishments of various student organizations on campus. Here are some of the award categories:
Advisor of The Year – Recognizes an advisor who provides outstanding support for the organization in all situations and gives organization members fresh ideas that enhance their learning.
Fraternity/Sorority of The Year (Fraternity or Sorority only) – Recognizes a fraternity and sorority that has most exemplified a spirit of service to the WSSU community through outstanding programs, scholarship and service projects (2 awards - one for fraternity and one for sorority).
Organization of The Year (non-fraternal organization) – Recognizes a student organization that has most exemplified a spirit of service to the WSSU community through outstanding programs and service projects.
Outstanding Student Leader – Recognizes a student who has gone above and beyond the call of duty in their respective club, organization, department and division of the university to enhance the quality of student life at Winston-Salem State University.
Outstanding New Organization – Recognizes an organization that has been in existence on the WSSU campus for less than one year, and has made an outstanding contribution in the area of service or programming.
Outstanding Cadet – Recognizes a cadet who most exemplifies the WSSU motto while maintaining a cumulative 3.25 grade point average.
Student Volunteer of the Year – for an outstanding student who has given exemplary volunteer service to a local civic, religious, self-help, or state agency.
Student of the Year – Recognizes an outstanding senior who has demonstrated good moral conduct, scholarship and service to other Winston-Salem State University students.
Student Organization Collaboration of the Year - Recognizes the student organizations that worked together to create a well-supported and effective event(s) at WSSU.
Student Organization Event of the Year- Recognizes student event that enhanced the WSSU community
Each organization is required to complete an end of the year report. This report will highlight the organizations successes, failures, programming highlights and community service reports. The organizations have the opportunity to share organizational news, articles, agendas and rosters as well as budget breakdowns. This report that is submitted is also used for additional points to select the Fraternity/Sorority of the Year as well as Organization of the Year.
This report will be submitted via RAMSync.
Failure to submit will result in a one year suspension of the organization before registered status will be considered.
