Williams has many registered student organizations (RSOs). If you can’t find an RSO you’re looking to engage in, you can apply to start your own. The links below include integral components for your RSO to exist & thrive at Williams. Be sure to read through everything carefully if you are looking to create, become a leader of, or get involved in, a Williams RSO.
Williams College reserves the right to grant, refuse, and/or suspend recognition to any student organization. Failure to adhere to Williams College policies and/or failure to maintain “Active Status” may result in removal of RSO designation and revocation of the correlating support (i.e. funding, space reservations, administrative support).
Questions about RSOs? Contact Kris Hoey, Assistant Director for Student Organizations and Club Sports.
All RSOs are responsible to do ALL of the following:
- Abide by all college polices and procedures.
- Abide by all RSO Financial Policies & Responsibilities.
- Submit the Student Organization Annual Registration Form including an updated constitution (Annually by OCL established deadline).
- Submit the RSO Anti-Hazing Agreement form to the Office of Student Life after sharing the information with your membership. (Annually by OCL established deadline).
- Submit the RSO Roster Submission (refer to your individual constitution/supporting documents to determine who falls into this categorization) (Annually by OCL established deadline).
- Submit the Mid-Year Leadership Change form when leadership changes at any time during the academic year.
- Maintain up-to-date records using your organizations designated Google Drive folder administered by the office or department that recognizes your organization on behalf of the college.
- When traveling, you MUST submit the Student Transportation Log. Failure to do so may result in revoked funding for travel.
- Attend one of the Student Organization Summits offered each fall semester.
- Participated in the Purple Key Fair (completion of the Annual Re-Registration form automatically sings you up for this.)
Students, the form below is an application for RSO recognition, not a recognition in itself. A committee of representatives from the student body (selected by TABLE), the Office of Campus Life, the Office of the Vice President for Finance & Administration, and Athletics will meet to review your application and any materials provided, and will notify the contact included on the form once a decision has been reached. Until approved, the group is not allowed to meet under the College name or receive/use College funding or resources.
Please complete this application and upload any other pertinent information (including mission statement, budget proposals, etc.). After you have submitted this form, the student representative on the committee will send you the constitution template needed to draft your proposed organization constitution & by-laws.
Please note that, once approved and recognized by the College as a RSO:
- all information, except for the membership information, is public and may be reproduced in publications,
- registration with and recognition by Williams College should not be considered as endorsement of the purposes or beliefs of the student organization or its members,
- all RSO Basic Responsibilities (see above) must be adhered to and appropriate form submissions for the first year turned in by a date determined by OSL,
- RSO “Active Status” must be renewed every year in order to have access to funds, facilities, and resources provided by the College. To renew “Active Status,” your RSO is required to follow the process for Maintaining RSO Active Status & Annual Re-Registration (see below), by August 1 just prior to the start of that academic year.
All Registered Student Organizations must complete the Annual Registration Process. The deadline to register your pre-existing RSO is yearly on August 15. In order to complete this process please utilize the following link:
If you wish to register a new organization, please use the New Student Organization Registration form.
Purple Key Fair is a an experience where students get to meet and talk with the Registered Student Organizations. This was held in virtual format for Fall of 2020. If you would like to learn more about each of our groups please visit the following webpage linked here.
Jamboree is annual opportunity for students to learn about and see the Registered Student Organizations that are performance based groups. The event is a showcase that features a brief introduction and performance by each group. This was held in a virtual format for Fall of 2020. If you would like to learn more please visit the following webpage linked here.
RSO Roster Submission For is is now open. Please make sure to submit your updated roster by Friday, October 19, 2018.
The following Anti-Hazing Dissemination Form must be completed by a leader from each RSO annually.
The deadline for completion of this form is Monday, October 14, 2019.
For more information about the College’s policy regarding hazing, click here.
The following Anti-Hazing Agreement Form must be completed by every individual Club Sport Athlete
The deadline for completion of this form is Monday, October 14, 2019 for the Fall Semester.
For more information about the College’s policy regarding hazing, click here.
To learn more about planning & executing an event on campus, visit the Events page on the OCL site.
RSO’s that have budgets from FAST are expected to utilize the funds granted to them for the stated RSO’s purposes.
There are several purposes for which these funds are NOT to be used, including:
- any activity that puts students or the community at risk or in danger
- any activity that is offensive to the community
- damages to a house/venue being used
- items that will not stay with the RSO beyond that particular year
- electronic/technology items
- alcohol, tobacco, or other drugs
- gambling purposes
Budget Management & Oversight
RSO budgets are managed by the organization’s leadership and overseen by FAST under advisement & oversight from the Office of Campus Life. Final approval for all transactions lies with FAST and the College – specifically with OCL and the Controller’s Office.
Misuse & Consequences
Students who misuse these funds or a Pcard in any way (inappropriate expenditures, overspending, failure to follow procedure, failure to submit receipts, etc.) may be held responsible for the expenditures through their student account, and may be referred to the Dean’s Office for disciplinary action.
Soliciting Alumni, Foundations, & Other Sources for Funds
Students who wish to raise money for any RSO, program, or activity through the solicitation of alumni, foundations, or other non-College sources of funds must request advance approval by contacting the Associate Director (Mike Bodnarik) in the Office of Campus Life at least two weeks in advance. Most fundraising of this type requires approval from the Dean’s Office, the Provost, and the Vice President for College Relations.
This form is to be used by Registered Student Organizations only. To request a Pcard as a Resident Director or member of your Residential Leadership Team, click here.
IMPORTANT: The only member of a RSO who can request a Pcard, is the Financial Officer. They can request a card to be picked up by a different individual, but MUST be the one to submit the request.
Request Process and Timeline
- All requests must be submitted no later than Wednesdays at 5:00 p.m. Any requests submitted after 5pm on Wednesday will not be available until the Friday of the following week.
- Approved request notification will be sent via email. Feel free to follow up with your request by contacting Ivy Rodriguez ([email protected]) in the Office of Campus Life.
Picking-Up and Returning P-Cards
- The Purchasing Cards will be placed in Student S.U. Mailboxes on Fridays only by 12:00 p.m.. The cards will be in envelopes with specific instructions regarding usage.
- Students will need to return cards in the envelopes with physical receipts to the Office of Campus Life on Mondays by 5:00 p.m. The envelopes should be slid under the door. In addition students should also take pictures and/or screenshots of all receipts.
Online Purchases through Amazon and Walmart
- Students wishing to make tax exempt purchases utilizing Amazon or Walmart must follow the instructions included in the envelope with their purchasing cards.
College and FAST Spending Rules
- All purchases must be in compliance with the College spending policies. The information on these policies can be found here.
- FAST’s funding rules apply to all Pcard purchases made on behalf of RSOs. If you are unsure of these rules please visit their website.
- Pcard users will not make purchases for RSO’s without FAST’s approval. If a Pcard purchase is made without FAST’s approval, the Pcard user is personally liable for all expenditures denied by the FAST. When reconciling charges, Pcard users cannot allocate charges to RSO accounts without acquiring FASTs approval in email.
If your RSO is traveling while representing Williams College, the below form is required as it provides key information so that the college may assist you in case of any issues during your travel (i.e. weather, accidents, emergency communication, etc.) Additionally, using this information as assessment data, the college can look to provide resources to support RSO’s as well as they can if it is found that current resources don’t suffice.
Please fill the form out completely prior to your departure to ensure that your travel is as successful, safe and supported as possible. This can be done immediately at the time of departure, as long as it is completely before you actually leave campus.