1. Log into WUGO

2. Go to the top right corner of your screen, click on the icon 🧑‍💼

3. Select "Admin Dashboard"

4. Click the "Create" button in the left hand menu

5. Upload a YMCA logo as your cover photo

6. Fill out your event name with "Campus Y-Program-Community Partner-Date" (i.e. Koaches 4 Kids-South City YMCA-10/4, Y-Tutor-Wydown Middle-11/1)

7. Fill out the Event Summary

   • What is the event?

   • What will you be doing?

   • What community does this program serve?

   • How does engaging in this program enrich WashU students? the community?

8. Fill out a Time and Location

9. Under the "Additional Event Information" (please note the below questions and answers below are how the MAJORITY of Campus Y programs would fill out the form. Your program may have exceptions. Please read carefully)

   • Answer the following questions on your event form as follows:

     • Which type of event are you hosting?

       • Community Service or Volunteerism

     • Which of the following, if any will be utilized at your event?

       • None of the above

     • Will your event be indoors or outdoors?

       • Determined by your program

     • Will your event be on-campus or off-campus

       • Determined by your program

     • Is this event a fundraiser?

       • NO

     • Will this event require overnight accommodations?

       • NO

     • Will alcohol be served at this event?

       • NO

     • Will Non-WashU students, faculty, and staff be invited and/or permitted?

       • YES

     • Will you be reserving buses for this event?

       • NO

     • Will your event involve programming with minors?

       • YES

     • Are you planning a trip to Jefferson City or Washington DC as part of this event?

       • NO

     • Does this event include a government official (elected or appointed) or a candidate for office?

       • NO

     • Does this Program, event, or activity have a connection to healthcare?

       • NO

     • Is this program, event or activity associated with a professional service that typically necessitates licensing, certification, insurance, or bonding?

       • NO

     • Expected attendees

       • Determined by your program

   • Campus Life Service and Volunteerism

     • What type of service/volunteerism

       • Click what applies to your program

     • Does your community partner require volunteers to have background checks?

       • YES

10. Roster

    • Campus Y programs may upload a roster with JUST FIRST AND LAST NAMES. You do not need to upload a roster with addresses, etc. 

1. Your roster you upload MUST match your VolunteerMatters roster.

2. Everyone on your roster must have a background check

3. For programs that work with minors, everyone on your roster MUST have completed child abuse prevention training

4. Your event must have a solid event description

Your event may be denied or delayed approval for several reasons. Stay on top of your email and Teams messages. Sydney will likely contact you with an update on why your WUGO event has not been approved or why it needs attention. 

You can find important WUGO information here. 

You can use the Involve App to check in your students. For large events like STOT and Science Olympiad, please speak with staff, and we can get you swipers. If you do not collect attendance at your event, you can "BULK ADD" after the event. 

Step By Step Instructions to "Bulk Add" attendees

1. Log into WUGO

2. Go to Admin Dashboard

3. Go to the "people" tab on the left menu

4. Search for the individuals who attended your event, and copy their student IDs

5. Go to the "event" tab on the left menu

6. Find your event that has passed

7. Click on “attendees”

8. Click “add attendees”

9. Click "Bulk Add"

10. Paste ID numbers into "Bulk Add" on WUGO

11. Click "Check In"

The post-event form is required for every event that has a corresponding event registration in WUGO. For one-time events (GBMs, STOT, Blood Drives, etc.), the form must be filled out within 14 days after completion of the event. For recurring events, which encompasses most programming in the Campus Y, PLs must fill out one form at the end of each month reflecting all aggregate event analytics and attendance in that month. Attendance must be tracked at each and every event on the Involve app.