Graduate or professional students interested in forming a university-wide graduate student group to operate at WashU must apply to register as a recognized graduate student group. 

School-based groups whose mission and activities cater exclusively (or primarily) to the students from a specific school should register locally in that school through procedures set forth through their Dean’s office.

This process ensures that university-wide graduate student groups operate in alignment with Campus Life policies and WashU’s mission.  Recognized graduate student groups will receive access to institutional resources such as funding, advising, space reservations, and promotional support through the Office of Campus Life.

Note: The term “graduate student group” encompasses both graduate and professional students.

Eligibility requirements

To be eligible to seek recognition, a group must meet the following criteria:

Mission, name and purpose

Groups must have a mission, name, and purpose that is consistent with the mission of WashU and its policies. The group name and all programming must be of a nature that does not restrict eligibility or participation in its activities by any individual or groups based upon a “Protected Characteristic” as set forth in the University’s Discrimination and Harassment Policy.

Membership

  • Membership must be open to all graduate and professional students of the university and cannot restrict eligibility or participation based upon a “Protected Characteristic” as set forth in the University’s Discrimination and Harassment Policy (e.g., race, color, national origin, shared ancestry or ethnic characteristics, sex, etc.)
  • Groups must have at least 10 current student members.
  • At least 80% of student members must be graduate or professional students.
  • Membership must include students from at least more than one graduate or professional school at WashU.

Leadership

A minimum of two officers (President and Treasurer), all of whom must be actively enrolled through the end of the academic term.

Faculty/staff Advisor (optional)

A full-time faculty or staff member who agrees to serve as the organization’s advisor. Primary advising will come through the Office of Campus Life.

Constitution

A group must have a formal constitution, approved by the members of the group. Constitutions must include:

  • Mission, name and purpose
  • Membership criteria
  • Officer roles and election procedures
  • Process for removing members, including appeals process and reinstatement
  • Meeting frequency
  • Financial management procedures
  • Amendment process
  • Alignment with the Student Code of Conduct

Recognition process

Step 1: Pre application meeting

Organizations must attend a brief consultation with staff from Campus Life and a member of the Graduate Professional Student Council to review:

  • Proposed group’s mission
  • University policies
  • Funding guidelines
  • Advisor expectations
  • Conduct standards
  • Constitution requirements

Step 2: Submit registration application

Groups submit an application that includes the following required documents:

  • Group Constitution & Governing Documents
  • Officer Roster Names, student IDs, WashU email address and academic programs.
  • Membership List Minimum number of members as required by the university, including WashU email address.
  • Advisor Agreement Form Signed by the faculty/staff advisor (optional)

Step 3: Compliance review

The Office of Campus Life in consultation with the Graduate Professional Student Council reviews the application for:

  • Completeness
  • Policy compliance
  • Mission alignment
  • Non-duplication of existing organizations (unless a unique purpose is demonstrated)

Step 4. GPSC recommendation and university decision

After the completion of the above steps, the organizing students will send the proposed constitution and other materials to initiate an application and review process through the GPSC. Applications should be sent to the GPSC President or co-President and must be received at least 7-10 days prior to the next GPSC general body meeting date. The GPSC (GPSC executive board members and school representatives) will vote on whether to recommend approval or denial of recognition of the group to Campus Life. A majority vote of those present or voting in absentia will suffice. However, a quorum is required for this vote.


Groups will be notified by the Office of Campus Life if they are officially recognized by the University.

Benefits

Recognized university-wide graduate student groups receive:

  • WUGO Listing
  • Access to University Resources, such as:
    • Requests for funding
    • Room reservations
    • Use of university branding (per guidelines)
    • Participation in student resource fairs
    • Access to training and leadership development programs

Recognition duration

Recognition is typically valid for one academic year and must be renewed annually.

Annual renewal requirements

To maintain recognition, graduate groups must submit:

  • Updated officer roster
  • Updated advisor confirmation
  • Annual report, which summarizes:
    • Events and activities
    • Membership engagemtn
    • Budget expenditures
  • Constitution updates, if applicable

Failure to renew results in inactive status, and the group will not be recognized by the University.

Expectations and compliance

  • Recognized university-wide graduate student groups must:
    • Adhere to all university policies, including:
      • Danforth Campus Facilities Use Policy
      • Discrimination and Harassment Policy
      • Travel policies
      • Trademark and Branding policies
      • WashU Student Conduct Code and all other WashU policies, rules or regulations
  • Maintain active membership and leadership
  • Communicate major changes (e.g., advisor departure, officer resignations) to the university in a timely manner (or within a designated timeframe)
  • Maintain financial accountability

Loss of group recognition

Recognition may be revoked for:

  • Failure to meet membership or leadership requirements
  • Inactivity for more than one academic year
  • Failure to submit annual renewal materials
  • Inactive organizations (not suspended) may re-apply for recognition.


Group may appeal the loss of group recognition to the Director of Campus Life.

Groups who violate policy or misuse funds may be referred to the student group conduct process and if found responsible, sanctions could include suspension or expulsion of the group from campus.

Reinstatement process

Inactive or suspended organizations may reapply by:

  • Meeting with the Office of Campus Life
  • Submitting updated governing documents
  • Demonstrating renewed membership and leadership
  • Completing any required training or corrective actions (if necessary)