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Student Organization Summer Updates

Christine Ziev - Monday, June 30, 2025
 Updates from the Student Activit... 
\"Updates

Happy Summer!

Greetings from the Student Activities Staff!  We hope you are enjoying your summer.  While August seems far away, please keep the following action items and updates on your radar for successful operations this Fall!

Our contact information has changed!

To assist with speedy and consistent communication, please email our new email:

Coming this year:

Required Club Constitution Review and Re-format Project

This academic year, all clubs will be asked to re-submit their constitution. Clubs will receive a prompt template to review and reconsider their current constitution language.

More information to come in A-Term 2025.

This will not impact the re-registration process (clubs should use their current constitutions)

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Updates to Club Re-registration Process

New this year, clubs will automatically be asked to re-register their group during the summer.  Officers should see a blue header at the top of their officer/ admin access page. 

Clubs that would like to change their treasurer must complete this process by August 27 at 11:59pm. 

The following processes will now be automated:

  • Clubs must enter their officers and advisors annually;
    • Officers and advisors will be required to confirm the acceptance of their position.
  • Club officers (core four) will be  required to sign the Anti-Hazing compliance paperwork on MyWPI before their portal is approved;
  • Clubs will be asked to confrim storage space on campus (example locker) or inquire about new storage.  Additional confirmation of who should have access will be also required;
  • Clubs will upload a copy of their constitution;
Re-registrarion will be assigned July 1 and clubs will have until October 1 to complete the action items.

Please note that the club will not be considered in compliance until these action items are complete.  Early submission of your re-registration helps to ensure continued access to resources on campus like your club's fiancial account and/or your 25Live Access.

 
\"Money\"

Club Budgets and Spending for FY26

If your club has a budget for the upcoming Fiscal Year, please note the following dates

  • June 30: End of the Fiscal Year.  Purchased made after June 30 will be considered in your upcoming year's budget/ expenses. 
  • July 1: Start of FY26
    • Budgeted Clubs: Clubs with budgets will be able to spend funding associated with their new budget.
    • Funding Requests: Funding requests can be submitted to SGA for the upcoming Fiscal Year.  Note that these will not be hear until classes resume in A-Term.
  • Mid-July:  Budget Rollback
    • Budgeted Clubs: Funds not spent will be rolled back to SGA.
  • Early August: FY26 Budgets will be loaded until club accounts

Budgeted Clubs:  We recognize that many clubs have purchases that they need to order or complete over the summer before the FY26 budget is loaded into their on campus club account.  If your club has been approved for a particular expense through SGA's budgeting process, you are approved to complete the purchase even if you do not see the funds in your club account.  If you have questions about what you've been approved for, please see the "Money" tab on your club's MyWPI account for an approved breakdown.

If you have questions about purchasing timelines, please reach out to studentactivities@wpi.edu. 

NEW Deadlines to Update Workday Access
Treasurers are an essential part of a club's operations.  Treasurers are updated once per term and must meet the following requirements:

  • must be updated in MyWPI by the following dates
    • August 27
    • October 14
    • December 15
    • March 10
    • May 7
  • must physically be on campus
  • cannot also hold another core four officer position in the club

News from the Events Office

Upon your return to campus, you will find the Events Office has gone through some changes. What hasn’t changed is our commitment to assisting student clubs and organizations with their many events. We hope to see and connect with you during A-term training, but if you are around this summer, please stop in and introduce yourself.

 

A few key notes and changes:

  • The process to receive access to 25Live is changing. Please stay tuned for more informaiton in the middle of July.
  • 25Live will open for A/B Term events around the first week of August.
  • Our contact process has changed: Please email events@wpi.edu and your assigned event coordinator will respond to you within 1-2 business days.

Until then, have a wonderful and restful break!

 

The Events Office Team
Jenn Parisi-Forti, Dawn Marttila, Suzette Santiago, Hannah Poirier

Your are receiving this email because you are currently listed as the president or advisor of a club at WPI.
Have you transitioned your leadership team?  Make sure to update your MyWPI Portal ASAP and kindly forward this email to the correct person.
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Re-registration goes Live
July 1, MyWPI
officers should see their club's MyWPI portal for details

Move In Crew
August 17, 7:30am-2pm
welcome the incoming class, lunch provided
registration appreciated, walk-ins welcome

Fall Leadership Retreat
August 20, 10am-4pm
attendance at one retreat per year is required for club recognition (january counts)

Student Activities Fair
August 21, 4-6pm, Quad
weather date: august 22, 4-6pm, quad
sign up details coming soon

Treasurer Training
August 29, 1-2pm
September 9, 3-4pm
Location TBD

Family Weekend
September 12-14

Homecoming Weekend
September 26-28

Club Re-registration Due
October 1, MyWPI
portals that are not successfully completed by october 1 will forfeit recognition until completed