Annual Existing Student Organization Recognition Process

Student Organization Information

Annual Student Organization Recognition Instructions

All student organizations must complete the annual recognition process by the fall recognition deadline to remain active. Late or incomplete applications may result in a SUFAC budget reduction.

Recognition Deadline: 4:30 p.m. Friday, Oct. 2

Follow the steps below to complete the organization recognition process.

Transition your organization in ‘Jacket Hub

An email from Presence ( with instructions and a link to transition your organization has been emailed to all officers and advisors registered in ‘Jacket Hub

You can also access the Transition Now link by logging into ‘Jacket Hub‘ using your UWS credentials (username without the and password)

  1. Review and/or update the following information for your organization:
    About Section – mission statement and/or brief overview of your organization
    Meeting Time/Location – this can be filled out later if not available now
    Contact Information – you will need to identify a primary student contact who will receive emails from your organization’s “contact us” button.
    Organizational Questions – if your organization selects that they plan to open membership to non-students, you will be contacted by Student Involvement for additional information.
    Organization Constitution – this document must be reviewed by members, signed, dated, and resubmitted every two years.
    Campus Advisor – faculty/staff member employed by UW-Superior
    Volunteer Advisor – if your organization has volunteer advisors (not employed by UWS), Student Involvement will follow up with your campus advisor to ensure the proper paperwork is filled out and approved by Human Resources
    Roster – update your membership roster; be sure to identify membership roles (member or officer) so those students have appropriate access to ‘Jacket Hub‘. Choose the most appropriate officer title among the options; they currently cannot be customized.
    Organization Requirements – review the minimum requirements for recognition, check the circle indicating you have read the requirements, and sign at the bottom.
  2. Ensure your roster has an advisor and a minimum of four registered student members.
    Ask all officers, advisors, and members to “join” the organization in ‘Jacket Hub’ if they have not already. The advisor and a minimum of four student members must register in ‘Jacket Hub’ to meet the recognition requirements.
  3. Ask your faculty or staff advisor to fill out and sign the “Advisor Agreement” form.
    Your advisor will need to log into ‘Jacket Hub‘ using their UWS credentials (username without the and password), click on “Forms” on the top right of the homepage and select the “Advisor Agreement.” This form must be completed annually.

Have the president and one additional officer complete the “Student Organization Officer Training” on Learn@UW-Superior (Canvas)

  1. The training is designed to educate student organization leaders about university policies and procedures. Officers should self-enroll in the course. This training takes approximately one hour to complete, but may be done in small sections at a time.
  2. Additional officers and advisors can also complete the training. Students that are officers in multiple organizations only need to complete the training once.

After you complete the “Jacket Hub Transition” and the online “Student Organization Officer Training,” your application will be reviewed by Student Involvement for approval.

The office of Student Involvement reserves the right to make the final determination, consistent with university policy and Wisconsin law, on all requests for recognition. If the office of Student Involvement denies an organization’s request for official recognition, the organization may appeal to the Dean of Students, who will make the final decision on recognition based solely on whether the organization has met the requirements stated in this policy.

Waiting Period

There is a short waiting period between when an organization submits its application materials and when it is officially granted recognized status. During the waiting period, student organizations may:

  • Reserve campus facilities
  • Hold recruitment events and membership meetings
  • Host campus programs and events (returning organizations only)
  • Spend their SUFAC allocation for the academic year (returning organizations only)

Minimum Requirements for Recognition

Organizations must adhere to the following minimum requirements throughout the entire academic year to exist as a recognized student organization at UW-Superior. These requirements are set and governed by the UW System in accordance with UW System Administrative Policy 820 and UW-Superior Student Involvement, with input from the UW-Superior Student Government Association.

  1. Be student operated and directed.
  2. Have a mission statement that complements the mission of the University, and adhere to that mission statement during activities and events.
  3. Not duplicate the service or purpose of another recognized student organization.
  4. Consist of at least four (4) members, at least 3/4 (three-quarters) of whom are students enrolled for a minimum of one semester hour of credit at UW-Superior.
  5. File an updated constitution and set of bylaws in ‘Jacket Hub. This document must be reviewed, signed, dated, and resubmitted every two years or when changes are made.
  6. Obtain a faculty or staff advisor who is currently employed by UW-Superior.
  7. Require that all leadership positions in the organization be held by students enrolled on a fee-paying basis for at least half-time; as used in this policy, “half-time” status means enrollment for a minimum of six credits as an undergraduate student, and enrollment for a minimum of four credits as a graduate student.
  8. Be organized on a not-for-profit basis, as demonstrated by evidence that the organization uses any income or profit for organizational purposes, not for any individual or commercial gain.
  9. Extend membership and all membership privileges, including voting and eligibility to hold office, to all students without regard to age, ethnicity, gender (except as otherwise permitted by Title IX of the Education Amendments of 1972), disability, color, national origin, religion, sexual orientation or veteran status. Those student organizations that select their members on the basis of commitment to a set of beliefs (e.g. religious or political beliefs) may limit membership and leadership positions in the organization to students who affirm that they support the organization’s goals and agree with its beliefs.
  10. Meet at least once a month during the academic year or, for those groups that compete, during the competitive season.
  11. Comply with UW-Superior policies and procedures, the Community Standards, and the Student Organization Conduct Policy.

Sport clubs must adhere to additional requirements set forth by Campus Recreation as outlined in the Sport Club Handbook.

By submitting a recognition application, the student organization and its members are accepting the above terms and conditions.

Sport Clubs

Sport clubs are expected to meet the following requirements and deadlines to remain in good standing. Failure to complete requirements may have an impact on a club’s ability to travel, host events, or recognition status.

  • Submit a “Return to Participate” plan to the Intramural & Competitive Sports Specialist.
  • Set-up monthly meeting time with Intramural and Competitive Sports Specialist (scheduled by the end of September as these will begin in October) 
  • President’s Agreement (turned-in by October monthly meeting)
  • Club Officer Agreement (turned-in by October monthly meeting)
  • Club Officer Contact List (turned-in by October monthly meeting)
  • Member List
    Impact:  no travel or use of facilities and budgets until turned in
  • Waivers (need one from every club member)
    Impact:  no one can participate in club events until a waiver is signed
  • Practice/Game Schedule
    Impact:  no travel or use of facilities and budgets until turned-in
  • Accident Report (filled out anytime there is some form of injury either in practice or game)
    Due Date:  immediately after accident occurs
  • Year-End Annual Report (filled out at the end of the year, explains what your club accomplished throughout the school year)
    Due Date:  last monthly meeting of the school year
    Impact:  failure to turn in a report will restrict access to being considered a Sport Club the following year
  • Inventory List (filled out at end of the school year, listing all equipment, uniforms, etc…)
    Due Date:  last monthly meeting of the school year
    Impact:  failure to turn in a list will restrict access to being considered a Sport Club the following year
  • Uniforms (turned-in at the end of the school year)
    Due Date:  last monthly meeting of the school year
    Impact:  failure to turn in uniforms will restrict access to being considered a Sport Club the following year
  • Travel Roster/Itinerary (Sports Club Office know where you are traveling to and the information about the trip)
    Due Date:  eight days PRIOR to leaving for any traveling
    Impact:  no club will be allowed to travel until an itinerary and roster for the trip are filled out
  • Post-Travel Report (update about what happened during the trip)
    Due Date:  within five business days of traveling
    Impact:  no club will be allowed to travel following a trip where a report is not handed in
  • Home Event Planning (Sports Club Office a heads-up to what will be happening when you host your event)
    Due Date:  three days prior to hosting event
    Impact:  future home events will not be allowed if there is failure to communicate the office of an event

For more information, please contact Campus Recreation.