RSO Forms & Policies

At minimum, approvals are granted by the RSO President, RSO Advisor, and University Event Services (or depending on event location, i.e. Heskett Center, MetroPlex, etc.), and Student Engagement & Belonging. Please note that additional approvals may be necessary depending on the scope of the event. 

Event and Meeting spaces for Recognized Student Organizations are made through the Event Registration process and must be submitted through ShockerSync.

RSC Reservable Rooms

Outside of the RSC - includes classrooms and outdoor spaces

Outdoor Spaces

Equipment Use:

Student Engagement & Belonging has equipment for checkout to WSU recognized student organizations and campus departments on a first come, first served basis. Equipment is for use mainly on the Wichita State main campus. Reservations must be made at least three business days in advance of the event by completing the SE&B Checkout/Loan Agreement on ShockerSync. Once processed, SE&B will contact the group by phone or email. 

If you have questions, please email SEB@wichita.edu.

WSU Dining is the recommended caterer for all on-campus events on WSU property or in a WSU facility. WSU Dining is not the exclusive provider of food on campus. With some qualifications, WSU maintains an open catering policy throughout the campus.

For more details, visit pages 42-43 section XI in the RSO Handbook.

RSO Handbook

Facility Services, located at the Gaddis Physical Plant, are your source for trash cans, electric, generators, and water hookups. Most services are only available Monday through Friday. Complete the work order form or call their team for more information.

Submit a Work Order

Performance Facilities is a team of staff and student employees who provide audio and lighting services at Fine Arts venues and the CAC Theater. Their services are required at the mentioned locations. Anyone using their services will be required to complete a tech questionnaire outlining the timing and technical needs of the event. 

For assistance with a live production, meeting, conference, etc. (Includes projector and video setups, microphones, screens, videoconferences, and more).

Submit a Request

All approved events submitted through ShockerSync are listed in the calendar section. Once created, use the event page to share out to friends and individuals through GroupMe, social media, and include in posts through WSU Today and Shocker Blast.

The digital boards around campus are used to promote organizations, membership, and events. A podcast is also created from the sign information for people who prefer or need that format.

Tips for signage

• Make sure the content you’re submitting is free of copyright infringement, offensive content and profanity. All slides will be reviewed and approved before they’re added to our queue.
• Keep text large and to a minimum. The images are seen by people walking past, not studying the signs for details.
• The signs need to be 1280px wide by 720px tall.
• Any event that includes selling tickets should not be submitted to WSU TV.

Tips for podcast

• If something has an unusual pronunciation, feel free to give an example in the Extra Notes below. You can be informal (uhn·for·muhl) or technical ( /ˈteknɪk(ə)l/ ) — and once we figure it out, we can automate it in the future.
• The podcast is read by computers using synthesized speech, which ignores punctuation and can sometimes do weird things if you use ALL CAPS, so write naturally.

Submit your digital signage

Tabling is available in the Rhatigan Student Center, Shocker Hall Dining, academic buildings and more. Refer to the "Reserve Space" section for locations. 

Posters and handouts may be printed in Student Engagement & Belonging at the provided print station. Check-in with our student assistants for support in printing your promotional products. 

RSC Public Posting Locations

• Bulletin Board located at the north breezeway by vending machines
• Bulletin Board located next to the Information Desk on the first floor, across from Starbucks

Academic Buildings

• Ask Student Engagement & Belonging for a postering map of Wichita State main campus

 

Large format printing through Shocker Printing Solutions can include but is not limited to

• Vinyl Banners
• Large Paper Posters
• Yard Signs

Additional Services

• Trifold brochures to promote your organization
• Glossy handouts for workshops, retreats or conferences you may host
• Stickers or buttons for your tabling events

Learn more about Shocker Printing Solutions

Shocker Promo Solutions provides services to departments, student groups, and the community. 

Common Items

• T-shirts or other apparel
• Buttons
• Stickers
• Bags
• Stress balls

Learn more about Shocker Promo Solutions

Use of the University's Name, Seal, Logos or Marks are limited and require approval by the Licensing and Branding Team.

Visual Guidelines: All University Marks must be used in accordance with the University's Visual Identity Standards Manual, which may be updated from time to time at the discretion of the University.

You May Not Alter a Logo: University Marks must not be modified or altered in any way. University Marks that contain graphic elements must not be distorted or rotated, and none of the elements of the Mark may be screened, flopped, or scaled out of proportion. No additional text or images may be added to any University Mark, and no other test or graphics should be displayed on top of or behind a University Mark.

Marks used on imprinted items and promotional products must be purchased through a licensed vendor. The preferred University vendor is Shocker Printing Solutions

University Policy 20.11 / Use of the University's Name, Seal, Logos or Marks

 

Safekeeping Accounts

All Student Organizations are required to have a University Safekeeping Account. This account is used to pay bills, deposit monies received through fundraising, and more.

Use the link below to learn more about:

• Update Account: Update the student leaders with access to a Safekeeping Account. This requires the advisor signature.
• Financial Statement: Advisors may access the account information through Banner. 
• Make a Deposit into the account
• Request a check cut from the account
• Request a Point of Sale Device
• Create a page to receive online payments

Financial Process for Safekeeping Accounts

The Wichita State University Student Government Association (SGA) grants funding to RSOs based on classification and eligibility. RSOs must apply for funding through the SGA Finance Commission.

See the Organization Funding Section of SGA Funding page

Roster information should be updated using the Rosters tab of the organization’s ShockerSync portal throughout the academic year whenever members or officer’s change.

For more details, visit page 11 section 10 in the RSO Handbook.

RSO Handbook

Any RSO traveling to an activity, regardless of whether that event is sponsored by the recognized student organization or utilizing university funds or resources, must complete a Sanctioned Travel Form on ShockerSync. “Travel” is defined as any time a student organization leaves Wichita for organization-related business. The necessary forms can be accessed through the university website 8.13 / Student Travel or by going to the Student Engagement & Belonging website: RSO Forms and Policies.  

 

Sanctioned Travel Roster Template (Excel) Student Travel Registration Form