STUDENT GOVERNMENT ASSOCIATION AND ORGANIZATIONS

Student Affairs is responsible for providing support to the PNWU Student Government Association (SGA). SGA is the official voice for students. PNWU SGA is open to all PNWU students and welcomes proposals and participation from the entire student body. SGA is responsible for dispersing funds for student activities, acting as a liaison for the student body, promoting health care professions, supporting club and classroom activities, and working to improve the quality of life for all PNWU students.

Students serving as SGA executive or class officers, club officers, and PNWU representatives at national meetings or in any similar position must maintain good academic standing. Please see the specific academic program Academic Standing section of the student catalog for details on alert, warning, and probation. If a student holding SGA senate, class, or club office is placed on alert, they must immediately meet with Student Affairs to determine if their involvement is preventing successful completion of academic obligations. It will be at the discretion of Student Affairs to determine if a student should continue in that position. If a student is placed on warning or probation, they must immediately resign from their SGA senate, class, or club office. This is not viewed as disciplinary, but rather as a supportive effort to help the student be successful at reaching their academic goals.

Elections for SGA officers are held annually. Students are required to fill out an SGA Intent to Run form to run for any SGA or club office, and must receive written approval from Student Affairs. Submissions must be received at least one week prior to the elections of the club and/or SGA office for which you intend to run. Specific timelines for elections will be communicated by the SGA executive parliamentarian. Students on warning or probation are not eligible to run for SGA senate, class, or club offices.

Learn more on the Student Government webpages of PNWU.edu

Recognition of Student Organizations

The process is designed to permit students to create a formal organization, which is intended to fulfill a common purpose, to provide opportunities for student interaction through participation in managing the affairs of the group and implementation of activities/programs, and to foster individual student growth and development through responsible involvement in co-curricular activities. All student organizations must be registered with Student Affairs and the SGA, have an approved faculty advisor, and be approved by the appropriate academic program administration. Approval of recognition for both SGA-sponsored and non-sponsored organizations will be by Student Affairs and the SGA.

Recognition of a student organization results from compliance with the criteria and conditions stated below. It does not directly or indirectly imply the approval of the organizations or its activities by PNWU. Organizations obtain and complete the New Student Organization form or Student Organization Renewal form annually. The process includes the securing of a PNWU advisor and creation of a club constitution in order to take advantage of the privileges accorded student recognized organizations by PNWU. Organizations may choose designation of either SGA sponsored or non-sponsored status. SGA sponsorship allows organizations to request funding and support from the SGA, but necessitates additional annual requirements, listed below.

  1. Completion of a service project that benefits the local Central Washington community
  2. Completion of a service project that benefits the PNWU community
  3. Budget and expense tracking and reconciliation

All club treasurers are responsible for tracking their individual club expenses and will check on any discrepancies with the SGA executive treasurer and Student Affairs.

Qualifying Central Washington Community Service Events/Activities

Events/activities generated by one sponsoring student club outside of the regular curriculum that contribute to the welfare of others located in the Central Washington region. As a university of health sciences, the actions or activities that qualify are those that are health- or education-based. Health is complete physical, mental, and social well-being. Education is imparting knowledge or training.

Examples include: Barge Lincoln Mini Medical School, Community/health fair (club must specify nature of booth and service provided, (e.g., blood pressure checks, car seat safety, etc.) clothing drive, health education at local school (outside of curricular requirements), etc.

Qualifying PNWU Service Events/Activities

Events/activities generated by one sponsoring student club outside of the regular curriculum that contribute to the welfare of the PNWU community, which includes students, faculty, staff, and families. The actions or activities that qualify are those that are health- or education-based. Health is complete physical, mental, and social well-being. Education is imparting knowledge or training.

Examples include: Guest lecturers, workshops, seminars, networking events, etc.

NOTE: Clubs are encouraged to collaborate with one another on events/activities.

Criteria for New Student Organizations

In order to maintain accurate information on and accountability of student organizations, Student Affairs has developed the New Student Organization Request form. All student organizations must submit the completed form and supporting documents in order to be considered and awarded the privilege of a registered organization.

Privileges of registration include (applies to both SGA sponsored and non-sponsored organizations):

    • Use of campus bulletin boards (all material MUST be approved by SGA, Student Affairs, and Communications as well as kept on file with SGA)
    • Use of inter-campus mail services
    • Solicitation of membership on campus under the organization’s name
    • Solicitation of funds on campus under the organization’s name
    • Use of certain PNWU facilities for meetings or activities after the academic needs of PNWU have been met
    • Use of meeting space with availability determined by Student Affairs
    • Receipt of relevant publications and inclusion in mailings by Student Affairs
    • Inclusion of the organization’s activities in the PNWU Calendar

Once student organizations receive official recognition, the organizations must retain PNWU support through the following annual criteria (applies to both SGA sponsored and non-sponsored organizations):

    • Completion of a Renewal form each academic year
    • Participation in the SGA
    • Leadership and advisement of an approved faculty member
    • Approval of organizational activities and events through Student Affairs
    • Cooperation with PNWU policies and procedures
    • Contribution to and support of the philosophy and mission of PNWU
    • Participation in PNWU leadership conferences and meetings
    • Completion of all necessary forms

Annual Evaluation of Student Organizations (renewal)

A registered student organization may continue its registration from one academic year to the next by completing the Student Organization Renewal Request form. This form must be submitted by all recognized organizations (SGA sponsored or non-sponsored) to the SGA Senate COM Vice President four weeks prior to the end of the spring term. The SGA Senate will review the renewals and make recommendations to Student Affairs. The recommendations include:

    • Continued sponsorship
    • Conditional sponsorship with requirements
    • Suspension with possible recommendation for loss of recognized status

Student Affairs will make the final approval and notify each club in writing. Failure to renew will result in the expiration of that organization’s recognized status.

    • Organizations may keep current SGA sponsored or non-sponsored status, or are permitted to change status upon annual renewal. This designation must be noted on the renewal form submitted to the SGA Senate.
    • Organizations may go from non-sponsored to sponsor status mid-year, but sponsored clubs must wait until the next renewal period to change their status to non-sponsored.
    • In addition to meeting the criteria for renewal, each organization that is renewing must also submit a club constitution and roster of the organization and report of any awards or accomplishments of the organization during the past academic year. The SGA Senate COM Vice President will notify students of the deadline for student organization renewal request forms, club constitutions and updated club roster and award information mid-spring term.

Approval of club renewal will be made by Student Affairs per the recommendations provided by the SGA Senate.

Student Event Requests

There are many opportunities at PNWU to be involved with student events. Any student organized event, whether it is held on the PNWU campus or off-campus in the surrounding community, must be approved by Student Affairs. This includes, but is not limited to, any club or SGA meeting, event, presentation, seminar, exhibit, fundraiser, guest-speaker, workshop, certification course, volunteer experience, etc. All fundraisers must also be approved by the Office of Development. Students must submit a Student Event/Fundraising Request form for all student organized events. Once the form is submitted an automatic reply will be received. Retain a copy of the email to access the event summary portion of the request to cancel or modify a request.

The event organizer will receive an email from Student Affairs once the event has been reviewed. The email will include instructions and follow-up with any other details to ensure approved events are successful.

After student events have been completed, students are required to fill out the event summary portion of the student event request and summary form. The summary needs to be completed by the last day of the following month after the date of the event has occurred to assist in data collection and reporting activities throughout the year. Students who do not complete the Student Event Summary form in a timely manner may lose the ability to hold future club events The SGA Senate COM Vice President will provide training and instructions regarding the event request and summary form after club elections.

Modifying, Canceling or Submitting Event Summary for Event

If a student needs to cancel or make a modification to an event.

    1. Open the automatic reply email received after submitting the form
    2. Scroll to the bottom of the email, click on “Edit Submission”
    3. Select either “Modified Event Request”, “Cancel Event Request” or “Submit Event Summary Request”
    4. Complete any information for the modification, cancellation, or summary
    5. Click “Submit”

Room Reservations

Student Affairs will make room reservations. Rooms may be reserved for the following:

    • SGA Club Meetings
    • SGA Senate Meetings
    • SGA Events

Please access the Study Space Information webpage for details on group study space reservations.

 

Scheduling a Club Meeting

All club meetings must be scheduled using the Student Event/Fundraising Request form. Requests should be submitted at least two weeks in advance. if possible. to ensure room availability. Due to the many events happening on the PNWU campus that require use of meeting spaces, last minute requests are not guaranteed.

Student Event Request Process

Please submit all event requests with at least two weeks advance notice to ensure room availability and adequate time for processing. Last minute event requests are not guaranteed to be approved.

Alcohol Approval
PNWU does not permit alcohol at student sponsored events on campus. Alcoholic beverages may not be advertised or promoted on campus. The sponsorship of student activities by promoters of alcoholic beverages is not permitted.

Alcohol may only be served at events with prior permission from the PNWU Administration. If you are requesting to serve alcohol at your event, you will need to fill out an Alcohol Use Approval form. Please allow at least one month for processing. Your event request will not be able to be processed until you turn in all materials that are required on the application.

When alcohol is permitted at an off-campus student event, the University will be responsible for and shall control the dispensing of alcoholic beverages. The sale of alcoholic beverages is prohibited under all circumstances unless an outside licensed catering company, with the appropriate insurance and permits, is selling the beverages.

At any off-campus event where alcohol is served, students are expected to limit their consumption, such that it does not cause the student to become disruptive, belligerent, argumentative, sloppy/unkempt in appearance, or lead to slurring of speech, inappropriate personal interactions and/or behavior, or an inability to operate a motor vehicle safely or result in a violation of any federal or state law.

Flyers or Promotional Materials
If you will be using flyers or promotional materials for your event, please email a PDF file format of your flyer to studentaffairs@pnwu.edu and pnwudisplays@pnwu.edu for approval before distributing. The printing or distribution of any publication, either electronic or in print, or the use of the University’s name or seal by students, faculty, or staff must follow the PNWU guidelines. If you would like to use the PNWU logo on any flyers or event materials (fundraising items, etc.) you must have it approved by Communications and have written approval sent to Student Affairs before your event request can be processed. Once flyers have been approved, students must bring all copies to Student Affairs to be stamped as approved before hanging. Flyers are only permitted on approved bulletin boards and are not permitted to be taped onto painted walls. It is the club’s responsibility to remove all posted materials within at least 48 hours following the event. Failure to remove club flyers in a timely manner following events may result in the loss of privileges to be able to post flyers on campus.

Policy link: Advertising and Promotional Items policy

Media

Students, faculty, and staff are required to direct all media inquiries immediately to the PNWU’s office of marketing and communications, publicity@pnwu.edu, before interviews are granted.

Facilities Requests
Upon receipt of notification from Student Affairs that your event has been approved, you will be provided an event form to request any special facilities services for your event (extra garbage cans, table set-up, opening the wall of the BHH auditorium, etc.). The event form must be submitted at least two weeks prior to your event date. Once the facilities department receives your completed event form, they will contact you to confirm your request and let you know if any portion of your request is not approved.

Information Technology
Any specific technology and or media equipment that you need for your event should be arranged by emailing help@pnwu.edu as soon as you have received your event request approval from Student Affairs.

Security
Contact security at security@pnwu.edu, if your event involves any of the following:

    • Members of the community or visitors from outside of the PNWU campus
    • Reserving the BHH field or PNWU parking lots
    • If your event requires extra security in general

If you have any questions regarding your student event request, please contact Student Affairs at 509.249.7724 or email studentaffairs@pwnu.edu.

SGA Fund Requests

SGA and SGA Clubs should use the PNWU Purchasing Office as much as possible rather than students paying for items or services. All SGA fund requests are processed by Student Affairs. SGA Club members requesting reimbursement from their clubs are required to fill out the SGA Funds Request form. This form must be signed by the person submitting the request, the club treasurer, and by the SGA executive treasurer, who will give the final approval. Once all signatures have been obtained, the SGA executive treasurer will submit forms to Student Affairs to be processed. Reimbursements are direct deposited to the students’ bank account on file with PNWU Finance. Requests for the fall term must be turned in one week prior to the last day of the term. Requests for the spring term must be turned in two weeks after the last day of the spring term, but no later than June 15.

Fundraising

All fundraising must be reviewed and approved by the PNWU Development Office. PNWU must comply with federal requirements for a private, non-profit, 501(c)(3). As a private, non-profit organization PNWU may not donate to another organization. Events or activities that benefit another organization require that all expenses and funds raised are processed by the beneficiary organization. To begin the approval process for a fundraiser, students should submit a Student Event/Fundraising Request form. Student Affairs will work with Development and Communications to attain approval and will notify the student.

Policy link: Fundraising policy

Page revision date: June 16, 2023