Club & Organization Management
Club & Organization Registration
Each Fall and Spring semesters, SWIC clubs and organizations participate in Get a Life at Club Fest! – a new member recruitment and involvement fair. After Club Fest, each club and organization must officially register with the Office of Student Life. The Organization Registration Form and the Student Leader Group Representative Nomination Form are both due by the 15th of September/15th of February respectively.
Clubs and organizations are required to nominate at least one officer to the Student Leader Group (SLG). The SLG meets at noon on the third (3rd) Friday of each month in September, October, November, January, February, March, and April in the Information Sciences Building, Room 2020. Lunch is provided.
Organization Registration Form
Student Leader Group Representative Nomination Form
Important note: Student Life will not approve any Club Activity Requests or club expenses until these two (2) forms are on file in our office. For prompt processing: please complete the fillable pdfs and email to: collegeactivities@swic.edu; Subject line: Club Registration Forms.
Club Activity Approval
All club activity must be pre-approved by the Office of Student Life.
Club Activity Approval Request Form– complete and submit two-three weeks prior to your event date. For prompt processing, please complete the fillable pdf and email to: collegeactivities@swic.edu; Subject line: Club Activity Request.
Create-A-Club
If you have an idea for a new club, contact Danny “DJ” Robinson at danny.robinson@swic.edu and learn all about our Create-A-Club Process.
Event Marketing and Advertising Guidelines
Fliers and Digital Marketing Materials
Clubs are allowed to make their own fliers for print and digital media screen advertising, with final review and approval by Student Life.
Fliers should be created as a standard letter size 8.5’X11′ for print and poster size fliers should be 11″X17″.
DMS system requires the source document to be in a .png or .jpeg file format to be compatible with the digital media screen (DMS) software.
Upon approval of the flier, Student Life will order up to 25 copies with the print shop and charge the expense to the club account. Clubs can request additional copies if they wish to hand out fliers, etc.
Bulletin Board Posting Guidelines
All bulletin board postings must be hung by the Office of Student Life.
Please note: Do not hang your club fliers on bulletin boards, or tape/stick fliers to doors, walls, or windows. They will be removed!
Club Social Media Guidelines
Clubs may set up and maintain their own social media accounts with the following guidelines:
- Must have Sponsor/Student Life oversight; all social media account information, login/password and account admin information must be on file in the Office of Student Life.
- Must not use any of the official trademarked SWIC logos, may use only “Southwestern Illinois College” or “SWIC.”
Travel Policy and Required Paperwork
All club travel must be pre-approved through the Office of Student Life using the Club Activity Approval Form. All travel is booked through the SWIC Purchasing Office. Please see Amy Brockman for direction in the event your club or organization will need to travel. Plan all travel early as both Purchasing and Public Safety require additional forms and documentation for all student travel.
Bake Sale Guidelines
Bake sales must be approved through the Club Activity Approval Form process. Student Life will only approve one (1) bake sale on any given date.
Bake sale items must be individually wrapped with the exception of those items purchased from a food vendor, i.e., Krispy Kreme, cupcakes from Aramark or a bakery, etc. Bake Sale workers must wear food safe gloves and use proper serving utensils to serve items. No self-service is allowed. Any questions, see Student Life staff for assistance.
IMPORTANT: This Bake Sale Notice must be clearly displayed indicating items were made in a home kitchen where allergens are present.
Contact Us
For questions or more information call Student Life Specialist Meagan Garrett at 618-222-5205
or email meagan.garrett@swic.edu.