Registered Student Organizations (RSOs)

How to Register Your Student Organization

There are a number of benefits to having a Registered Student Organization (RSO) at Evergreen. RSOs have access to supplies, space scheduling, requesting funding, advising, copying, and being included in the Campus Directory and Website. All students registering and coordinating the RSO must be currently-enrolled students at Evergreen.

Step-by-step process to registration:

1. See an Advisor in Student Activities to discuss your plans to start a new RSO. An Advisor will provide you with an RSO Application and Coordinator Selection Memo and talk you through the process.
2. The pending-RSO should hold an interest meeting to help identify a group of students able to support the organization. At this meeting a Mission Statement will be written and a Coordinator should be selected to lead the RSO.
3. Identify a minimum of (4) registered students to officially begin the application process, the Coordinator should be one of these (4) students. All (4) students must attend two workshops: Getting Started and Event Planning provided by Student Activities.
4. At Getting Started you will pickup additional paperwork to complete the registration process which includes Contact Sheets , Covenant , and Coordinator Hiring Forms (I-9 & W-4). (Hiring Forms ONLY apply if the Coordinator is receiving a Learning Allotment and has not worked on the Evergreen campus in the past year.)
5. After attending the workshops the (4) students should complete the Contact Sheets , and additionally the Coordinator will fill out the Covenant and Hiring Forms . (Hiring Forms ONLY apply if the Coordinator is receiving a Learning Allotment and has not worked on the Evergreen campus in the past year.)
6. Coordinator attends a Finance workshop. (Only if the RSO has a budget or is interested in applying for one.)
7. Time to turn in paperwork to your Advisor or the CAB 320 Front Desk!
8. • Turn in RSO Application after all (4) students have signed.
   • Each of the (4) registering students will turn in a Contact Sheet . The Front Desk or your Advisor will need to see each of the (4) students in person to verify they have a validated Evergreen Student ID Card when the Contact Sheet is turned in.
   • The group needs to turn in a Mission Statement . (For New RSOs Only).
   • The Coordinator will turn in a Coordinator Selection Memo and Covenant .
   • Coordinator will turn in appropriate Hiring Forms (I-9 & W-4) and show hiring documents, typically a Social Security Card, or Birth Certificate, or Passport. (This step ONLY applies if the Coordinator is receiving a Learning Allotment and has not worked on the Evergreen campus in the past year.)
9. THE GROUP IS REGISTERED!! (Remember all funded RSOs must re-register at the beginning of Fall Quarter.)

Maintaining Your Registered Status

Coordinators are required to submit a Student Leadership Activity Report twice each quarter and provide an updated Contact Sheet and student ID verification at the beginning of each academic quarter.

Student Organization Inactivity Policy

Student organizations are expected to remain active during any quarter for which that group has been funded by the Services and Activities Fee Allocation Board. An active organization is defined as one in which there is a formally recognized student coordinator representing the organization. If at any time the organization becomes inactive, and at the discretion of the Director of Student Activities, a recommendation may be made to the S&A Fee Allocation Board that any funds remaining in the budget during that period of inactivity be reallocated to the Special Initiative Fund. The reallocation, if approved, will occur at the end of each quarter and will impact that quarter's budget only.

Failure to submit leadership activities report on the 5th and 10th weeks of each quarter may result in suspension of the group and bar access to copy cards, or CAB 320 after hours.

Losing Your Registered Status

The Evergreen State College, through the Student Activities Office, reserves the right to revoke or suspend registration or deny use of certain college facilities and resources, for disciplinary reasons, to any RSO.

Disciplinary reasons shall include, but are not limited to:

• Failure of a student organization to conduct its affairs in a manner consistent with college rules and regulations, or if an organization is found to be in violation of local, state, or federal laws or treaties.
• Failure of a student organization to comply with rules, regulations, and policies of any TESC facility when conducting activities, or actions which result in loss or damage to a TESC facility.
• Restriction of membership on the basis of race, color, religion, age, sex, national origin, disability, sexual orientation or status as Disabled Veteran or Vietnam Era Veteran.
• Activities of an RSO's members or guests which violate or otherwise fail to abide by TESC rules, regulations, and policies or local, state and federal laws or treaties.
• Failure of an RSO to promptly meet its legitimate financial obligations.

Disciplinary Action Against a Student Organization

The extent and terms of disciplinary action taken by the Student Activities Office will depend upon the nature and severity of the infraction as well as any history of previous violations. In any case, the coordinator(s) of the organization will be notified in writing of any complaints or violations within ten (10) working days of receipt of complaint or notice of violation by the Assistant Director of Student Activities. In the written notification, the organization's coordinator(s) will be advised of a deadline to schedule a meeting with the Assistant Director of Student Activities. Failure to respond will result in disciplinary action based solely on the content of the complaint. After review of both complaint and the response/explanation of the student organization, the Assistant Director will notify the student organization in writing of any action taken and the terms and conditions of such action. Potential actions include:

Disciplinary Action	Action Taken	Duration of Penalty
Warning	Formal notice of violation, with no N/A penalties imposed.	N/A
Probation	Notification of violation may result Minimum one(1) full in the loss of some privileges such quarter as use of facilities. Further violations may result in suspension.	Minimum of (1) full quarter
Suspension	As a result of serious intentional, or Minimum one(1) full repeated violations, registered status may be revoked. Student organization loses all privileges of registered status, including use of facilities, use of office space, mailbox and S&A fee funding.	Minimum of (1) full academic year

Some examples of serious violations include damage to TESC facilities; failure to adhere to college facility regulations on admission charges/cash handling, alcohol/drug use; compromising campus or building security; failure to take action when advised of a policy/procedure violation while conducting an on-campus activity; violations of the law; misuse of organization funds or college resources and failure to fulfill terms of probation or suspension.

An organization which has had its registration revoked may apply for reinstatement after their term of suspension is completed. Petitions for reinstatement are to be submitted to the Assistant Director of Student Activities.

Appeal Procedures

Step 1: Organization may appeal disciplinary actions by providing a written rationale for the appeal to the Director of Student Activities Administration within ten (10) working days following the effective date of the action being appealed. A meeting will be scheduled with the Director of Student Activities to review the appeal. Within ten (10) working days following this meeting, the appealing organization will be notified in writing of the decision by the Director of Student Activities.

Step 2: If an organization whose registration has been revoked or which has been denied registered status or use of certain TESC facilities for disciplinary reasons wishes to appeal the decision of the Director of Student Activities, the organization may request a meeting with the Dean of Students and Academic Support Services (SASS) . Such requests are to be made to the Dean of SASS in writing within ten (10) working days following the written decision by the Director of Student Activities Administration. A meeting with the Dean of SASS will be scheduled to hear the appeal.

Step 3: Within ten (10) working days of this meeting, the Dean SASS will notify the organization of the final decision.