Resources: Finances, WUGO, and Event Planning

For Student Union-recognized groups, financial policies, procedures, and tools are available on the Student Union’s Finance BEARings webpage to support your group’s financial operations. This includes guidance on:

• Budget planning and approval
• Fundraising policies
• Spending and reimbursement processes
• Use of the Student Union credit card
• Event and service cost tracking
• Traveling off campus

To access these resources, please visit the Student Union Finance BEARings website (new!) and the Student Union Business Office Trello Board. These platforms provide up-to-date information and step-by-step instructions to help your group stay compliant and financially healthy.

Understanding your student group funding accounts

Student Union-recognized groups have access to three types of financial accounts: Operating, Fundraising, and Gift. Each serves a different purpose and follows specific guidelines:

Operating Account
If your group receives funding from the Student Union Treasury or the Vice President of Finance—through Budget Allocation, Flat Funding, or an Appeal—those funds will be automatically deposited into your Student Union Operating account.

Fundraising Account
The Fundraising account is used to deposit money your group raises through events, sales, or services where donors receive a tangible benefit (e.g., merchandise, tickets, or services).

Gift Account
Gifts are voluntary donations where the donor does not receive anything in return. These are different from fundraising and must be processed through specific channels.

If your group receives a monetary gift, be sure to follow the appropriate procedures for accepting and processing it.

Accessing your student group account balances

Student Union-recognized groups can view their up-to-date account balances—including Operating, Fundraising, and Gift accounts—on a daily basis through the Student Union Business Office Trello Board.

This Trello board is updated regularly and provides a transparent, easy-to-navigate overview of your group’s financial standing. It’s your go-to resource for tracking available funds, planning expenses, and ensuring your group stays on budget throughout the year.

Be sure to check the board frequently, especially before making purchases, planning events, or submitting funding requests.

Student Union funding category designation & upgrade process

All Student Union-recognized groups are assigned a funding category by Student Union, which determines the types and levels of funding available to them.

Newly recognized Student Union groups are initially placed in Category III. Over time, groups may apply to upgrade their category status to Category II or Category I, following the guidelines set by the Student Union Activities Committee (AC).

If your Student Union-recognized group is interested in upgrading from Category III → II or Category II → I, you may submit a Category Change Application during the designated application period.

Key Information:

• The Category Change Application is available on WUGO under the Forms tab.
• The application deadline for the FALL 2025 has passed. The next application deadline for consideration is Friday, January 30, 2026 by 11:59 PM .
• Approved category changes will take effect at the start of the following semester.

Application Process:

1. After submitting your application, the Activities Committee Chair (AC Chair) will contact your group to schedule a meeting, after the application deadline passes.
2. Your group will prepare a 5-minute presentation outlining your case for a category upgrade (guidelines provided in the application).
3. The committee will hold a Q&A session following your presentation.
4. The AC will then deliberate and vote on your application.
5. Your group will receive an email with the final decision and rationale from Activities Committee Chair (AC Chair)

For more details and deadlines, visit the SU Finances BEARings website.

Whether you are a new officer or just need a refresher, this page will walk you through the tools and best practices for maintaining a strong and accurate online presence for your organization.

Experiencing and error in WUGO?

What is WUGO

Washington University Group Organizer (WUGO) is WashU’s online hub for student involvement. The student group directory offers a year-round virtual student activities fair where students can explore and connect with the over 400 student groups on campus. Students can also check out what events are happening on campus, find leadership opportunities and volunteer experiences, as well as discover many other ways to get involved. The mobile version makes it even easier to get connected instantly.

Benefits of using WUGO for student groups

Keep all group information in one place: This information can include your constitution, rosters, listserv, documents, photos, election results, event calendar, and much more.

Help ease the transition to new leadership: Because everything is in one place (including event history), executive members can pass information along easily. There is no need to pass on a login and password because everything is tied to the group and students login using their WUSTL key.

Recruit new members: Students (particularly first year students) will be visiting WUGO regularly to maintain their involvement record and look for ways to get involved on campus. Make sure students can find out about your group, by getting it listed in the organization directory.

What student groups can do with their WUGO page

• Register events: This is the first step in hosting a virtual or in person event/meeting.
• Manage the group roster: Keep an accurate roster for members and group leaders/executive members, invite new members to join, and easily remove graduated members or those no longer involved. Set WUGO management permissions based on positions held in the group.
• Manage a group listserv: Send messages easily to all members, all exec members, or just members holding specific positions. As members join or leave the group, the listserv is automatically updated.
• Track attendance at events: Track attendance by downloading the Presence Modern Campus (WUGO) app from the Apple Store or Google Play Store. Attendees and hosts will both need to have the app downloaded and sign in with their WUSTL key. Attendees will need to show their digital ID in from the menu. Hosts will need to select “Collect Attendance” from the menu.
• Plan and advertise events: Use event registration to connect with various departments on campus to make sure you have a well-planned and safe event. Advertise campus wide events on the digital flyer board on the WUGO home page or events for your group on the group event calendar.
• Store and share documents and photos. Make photos and documents easily accessible to your members. For each document or photo, you can decide if it is viewable by executive members, all members, all campus, or the general public.

Guide to organization management

Are you a new student leader, or does your group have a new student leader that needs to get to know the basics? This is for you!

Student Group leaders should begin with the “Useful Stuff” section on the main page of WUGO. This section provides comprehensive guidance on managing your group’s WUGO page. You will find detailed instructions and resources that cover various aspects such as updating your group’s profile, adding or removing members, posting events, and making announcements. Additionally, it includes important information to ensure that your group remains in compliance with university policies and regulations. By familiarizing yourself with these guidelines, you can effectively utilize WUGO to enhance communication, organization, and engagement within your student group.

Giving a member WUGO admin rights

One of the most frequently asked questions we receive is: “How do I make someone a WUGO admin?

If you need WUGO admin rights—or need to transfer them to another member of your student group—follow these steps. Admin access must be manually assigned by a current WUGO admin and is not automatically granted based on officer title or position. The current WUGO admin should follow these steps:

1. Go to the “People” tab on your student group’s WUGO page.
2. Search for the student’s name using the search bar.
3. Once you find the correct person, click the three vertical dots (also known as the “meatballs menu”) to the right of their name.
4. Select:
   • “Add User” – if the person is not yet part of your group.
   • “Edit” – if the person is already listed and you want to update their permissions.
5. Click the “Add Role” button.
6. In the pop-up, click “Add Role” again to begin assigning permissions.
7. In the “Role” field, select “Organization Administrator” from the dropdown.
8. In the “Organization” field, find and select your group’s name.
9. Use the checkboxes to assign the appropriate permissions (e.g., manage events, edit roster, approve forms).
10. Click SAVE to apply the changes.

Managing your student group roster on WUGO

All student groups at Washington University in St. Louis are required to maintain an up-to-date roster on the Washington University Group Organizer (WUGO) platform. Keeping your roster current ensures effective communication, access to resources, and compliance with university policies.

Here’s a quick guide for student group leaders on how to manage your roster as a WUGO admin:

Steps to Manage Your Roster:

1. Log In to WUGO: Admins need to log in to the WUGO platform using their university credentials.
2. Access Your Group Page: Navigate to your specific student group’s page on WUGO.
3. Manage Members: Locate the roster or members section on your group’s admin panel. This section allows you to add, remove, or update member information.
4. Add New Members: Utilize the “Add Member” feature to include new members, making sure to enter accurate and complete information for each individual.
5. Remove Former Members: Periodically review the member list and remove individuals who are no longer part of the group to maintain an accurate roster.
6. Update Member Information: If current members have changes in their details, such as different roles within the group, edit their information accordingly.
7. Set Permissions: Adjust the permissions of different members based on their roles, ensuring that only authorized individuals have administrative access to the group’s WUGO page. (NOTE: this must be done by a WUGO admin in the “People” tab)
8. Save Changes: Always save any changes made to the roster to ensure the information is up-to-date.
9. Compliance and Verification: Regularly verify the roster to ensure compliance with university requirements and to facilitate seamless group operations.

Editing membership positions / roles

Managing your student group’s roster and leadership roles in WUGO is essential for maintaining accurate records and ensuring the right people have access to important tools—like space reservations and event management.

If you need to change someone’s position in your group or grant admin access, follow these steps:

1. Go to your roster
2. Scroll down to your Membership section
   • Ensure the member is listed as a member of your organization
3. Locate the member that you want to promote to an executive position
4. Click the pencil icon on the far right side of the line their name is on
5. An “Edit Member” screen will pop up, select the dropdown menu and select the appropriate position title.

Note: To have space requester privileges in Reserve A Space, a member must be listed as an officer in WUGO—specifically as President, Vice President, Treasurer, Secretary, or Committee Chair. Once assigned, WUGO will sync with Reserve A Space overnight, and access will be granted within 24 hours.

Registering your student group events and programs in WUGO

All Student Union recognized, Campus Life recognized and Sorority and Fraternity student groups must complete an Event Registration in WUGO no less than 14 days in advance, or 30 days if minors (under 18) or international travel are involved.

In addition to registering in WUGO, student groups must also submit an on-campus space request through Reserve-A-Space or directly to the department managing the intended space. Please note that space requests are not guaranteed and are only confirmed once reviewed and approved by the assigned event coordinator from Campus Life Event Management.

Submitting your student group event / program registration in WUGO

(to be completed by a WUGO admin)

1. Log In to WUGO Admin Dashboard
   • Visit wugo.wustl.edu/admin and log in using your WUSTL Key credentials.
2. Access Your Organization
   • From the dashboard, click on the menu (top-left).
   • Select “Organizations” and choose the group you are submitting the event for.
3. Start a New Event
   • Within your organization’s page, look for the + button in the top left
   • Click “Create Event” to begin the submission.
4. Fill Out the Event Form
   • Event Name
   • Date & Time
   • Location (on-campus or virtual)
   • Event Description
   • Target Audience (e.g., members-only, all students)
   • RSVP Settings (if applicable)
   • Event Category/Tags
5. Submit for Approval
   • Once the form is complete, click “Submit”
   • Your Campus Life Advisor and multiple campus department reviewers will receive a notification to review the event.
6. Wait for Confirmation
   • You will receive an email or notification once your event is approved or if edits are needed.

What counts as an event, program, or activity?

A program, event, or activity organized by a student group at Washington University is defined as any planned occasion or gathering involving one or more individuals that is initiated, hosted, or facilitated by the student group.

Events, programs or activities may occur on or off campus and include, but are not limited to:

1. General body or executive officer meetings
2. Committee or subcommittee meetings
3. Social gatherings
4. Orientation events
5. Workshops, education or training sessions
6. Lectures, panels and speaker events
7. Performance and showcases
8. Movie, film, shows or documentary screenings
9. Recruitment events
10. Community service projects or volunteering
11. Career and networking events
12. Competitions, tryouts, auditions, call-backs, games, tournaments, and practices
13. Fundraisers (including the sale of any goods) or awareness campaigns
14. Retreats or conferences
15. Tabling
16. Underpass painting or other in-person marketing
17. Virtual or hybrid workshops, trainings, socials, meetings or events
18. Traveling off-campus

Mobile app

WUGO is powered by Modern Campus Involve platform. This includes the mobile app that you can download to your phone to keep up-to-date on student group events, manage your student group and check into events.

Using the WUGO App to Check In Event Attendees

If your student group is hosting an event or program, it’s important to track attendance accurately. The WUGO mobile app makes it easy to check in attendees in real time, helping you manage participation and report engagement.

To learn how to use the app for event check-in, please follow the step-by-step instructions provided in this guide:

This resource will walk you through everything from setting up your event to scanning attendees at the door.

Using the WUGO App as an Event Attendee

Attending a student group event? The WUGO mobile app makes it easy to check in, stay connected, and explore upcoming events on campus.

With the app, you can:

• Check in quickly at events using your digital event pass or QR code
• View event details and updates in real time
• Track your involvement and attendance history
• Discover new events hosted by student groups across campus

To get started, download the Modern Campus Involve app from the App Store or Google Play, log in with your campus credentials, and explore what’s happening around you!

Bluetooth swipers for mobile attendance collection

Campus Life is excited to offer Student Groups the ability to check-out bluetooth swipers for attendance collection. The bluetooth swipers work in tandum with the WUGO App. This will allow student groups (hosts) to check in students by swiping their WashU student ID. Attendance will be seamlessly in your WUGO event! Swipe and scan existing WashU student ID cards via phones and tablets to create a extensive attendance collection network, powered by the Cloud.

To check out the bluetooth swipers please reach complete the SU Card Swiper Reservation form in WUGO. Once submitted, the request will be routed to Student Union Vice President of Finance and Student Union Activities Committee Chair for processing and approval.

This process not only helps with logistical planning and resource allocation but also ensures your event aligns with university policies. By understanding the collaborative efforts involved, you will be better equipped to plan a successful and impactful experience for your group and the broader campus community.

Student group event policies

Before planning your event or program, start by reviewing the Student Group Policies—especially those related to events and programming. These guidelines outline important requirements around space reservations, safety protocols, budgeting, and promotional practices. Understanding these policies early on will help ensure your event runs smoothly and meets university expectations.

Checklist for student group events and programs

Planning a successful event or program starts with preparation and compliance. Here’s what every student group needs to know and do to stay on track.

Event and program registration

All student groups are required to submit their planned programs, events, and activities through WUGO no later than 14 days prior to the scheduled date.

Note: Events or programs involving minors or international travel require a minimum of 30 days. See the student group policies page for additional details.

This advance submission ensures proper review, approval, and support from the appropriate university departments. Timely registration also helps promote events effectively and ensures compliance with university policies and procedures.

Keep in mind that several university departments may need to review and approve your event, depending on its scope and details. To avoid delays and ensure a smooth approval process, student groups are strongly encouraged to submit their event registrations well in advance of the 14-day minimum requirement.

Reserving space on campus

If student groups plan to host meetings or events on the Danforth campus, it’s important to review the Campus Life Event Management website and the student group policies.

Student Union-recognized groups (Category I, II, or III) may request space through Reserve a Space. If your student group does not appear in the system, please update your roster in WUGO. Only officers listed in WUGO will have access to submit space requests. Once updated, changes will sync with Reserve a Space within 24 hours.

Please note: Submitting a space request does not register your event in WUGO. All student group programs, events, and activities must be registered separately in WUGO, as outlined in the student group policies.

Budgeting for your event or program

Every student group is required to have a treasurer to manage its finances. When planning events or programs, it’s essential to stay within your allocated Student Union budget. Here is a simple budgeting tool to plan responsibly, track expenses, and keep your group informed and financially healthy.

Ensure your student group members and treasurer are familiar with the Student Union financial guidelines and policies. 

Contracts and forms

Occasionally, student groups may need to complete a contract or specific form when planning an event or program. To ensure you’re following the correct procedures, be sure to review the Contracts, Forms, and Resources page, where you will find the necessary policies, steps, and support materials.

Every recognized student group has an assigned Campus Life Advisor. All contracts and agreements must be provided to and signed by your Campus Life Advisor who will walk you through the necessary steps for the review and signature of the contract/agreement. 

Events, programs, or activities with minors

Washington University is committed to maintaining a safe and supportive environment for all members of its community, including visitors. Student groups planning to engage with minors—whether on-campus, off-campus, or virtually—are required to comply with the university’s Youth Protection Program and policies. This ensures that all activities involving minors are conducted responsibly and in alignment with university policies.

Before your student group begins the planning process for any event, program, or activity that may involve a minor, you should connect with your Campus Life Advisor or email the Youth Protection Committee with questions.