Org Discontinuation

Dissolving a student organization typically occurs when a student organization can no longer sustain enough members, either because its original goals have been achieved or interest has faded over time. In these cases, the group might formally decide to disband and follow the necessary steps, or they may simply allow their recognized status to expire. For Student Activities & Involvement (SAI), inactivity and unresponsiveness to organization recognition requirements are usually signs that a group is no longer active.

If your organization decides to discontinue, following are the steps that should be taken:

Inform

1. 1. • Review your group’s constitution for any required processes related to discontinuing active status.

      • Send an email to your advisor, current membership, and SAI (involvement@uww.edu) indicating your intent to dissolve and the date it becomes effective

      • If SUF funded, include SUFAC (sufac@uww.edu) in your email

      • If you have an office, inform the Building Supervisor (or Warhawk Connection Center professional staff) of the change.

      • Provide SAI with a forwarding address of a contact person for any final mail or phone messages for the organization

Documents, Supplies, and Accounts

1. 1. • Compile all associated files and supplies of the organization. You can bring these to SAI (UC 146) and we will hold them for a maximum of 2 academic years, assuming space is available. 

      • Documents:  Any tax or other legal documents must be maintained by the individuals (or forwarding contact) according to the law.  Other documents (minutes, agendas, rosters, constitution, etc.) will be held by SAI.

      • Supplies

        • • SUF Purchased: If SUF monies were used to purchase stored items, SUFAC will be consulted regarding the redistribution or disposal of items. 

          • Other: If SUF monies were not used, SAI staff will redistribute items to maximize benefit to the student body.

      • Delete or deactivate any social media accounts or external websites associated with the student organization

      • Cancel your group’s email account by submitting the Org Email Account Request or Update form found at https://cglink.me/2z5/s170 

Finances

1. 1. • Make certain all bills have been paid and reconciled

      • Close your checking account and/or student faculty account if applicable. SAI will not hold onto funds for discontinuing organizations. Prior to discontinuing, organization leadership must distribute their funds based upon the organization’s intended purpose. Suggestions include donating to a connected philanthropy or other student org.

        • • If your group has an EIN, please note that SAI does not store that information and if you know which person applied for that number inform them of your intent to discontinue.

Once your organization has discontinued, the following steps are taken in Student Activities & Involvement:

• Your organization is taken off the student organization recognition list and Connect2 platform.

• SUF org code is closed if applicable and any remaining balance goes to the contingency fund used by SUFAC for contingency fund requests and annual allocations.

• Reservation privileges are rescinded.

• Any further incoming mail for the dissolved organization is forwarded to the contact person. If no contact was provided, the mail is returned to sender.

• All further benefits associated with organization recognition are rescinded.

Should your group choose to reform at a later date, we would welcome the group’s return assuming no Conduct Concerns forced organization expulsion. SAI will maintain a copy of the group’s constitution and will provide information on how to again become recognized by UW-Whitewater. All recognition processes are outlined in the Student Organization Recognition Policy.

Club Sports Specifics:

In addition to the items outlined above, if your organization was part of Club Sports, please also ensure the following items are addressed (as applicable to your club):

• Club Sports administrative staff are made aware of your intent to discontinue operations and a meeting is held to review closing operations/procedures

• Applicable governing body/conference representatives and organizations and other institutions are all appropriately informed of your club’s intent to discontinue

• Any outstanding governing body items/finances are properly addressed (including member reimbursements)

  • • Administrative staff contact information is to be shared with the governing body/conference in-question in case the club decides to regain active status

• All club-owned equipment and uniform items must be returned to their proper storage area and administrative staff informed (club members are still responsible for items until all items are returned and inventoried)

• Club leaders remain responsible for completing end-of-year/semester reports