Hobart and William Smith Colleges

HWS Engage FAQ for Club and Student Organization Leaders

What is HWS Engage?
HWS Engage is a database that chronicles student organization profiles, membership rosters, and events, as well as other engagement opportunities from around campus. All student clubs and organizations must be registered with updated information on HWS Engage in order to be recognized within the university as a student group.  A new registration period will be open to all student organizations at the start of each academic year where students will be required to update their organization profiles.  All club communication will be through HWS Engage so ensure that you are checking the events, announcements, and opportunities posted daily!

Who needs to use HWS Engage?
All student clubs and organizations will need to use HWS Engage in order to be registered with the Student Activities Office as a student group.  This includes fraternities, club sports, and student government organizations.
Why do I need to use HWS Engage?
HWS Engage is an incredible resource!  If interested in joining a club or organization, individual students can browse HWS Engage to gain more information and insight about the organizations they are interested in.  Students can request to join a club through the database as well.  Organizations can market events and opportunities on HWS Engage so students browsing can learn about ways to get involved around campus.  Clubs and organizations can also post photos, recruit members, message peers, and advertise events on HWS Engage.

Being registered on HWS Engage is the only way organizations will be eligible to reserve tables and windows in Scandling, book space for meetings, and register club events.

How do I register my club?
Registration is easy! Use the HWS Engage Club and Student Organizations manual. *Remember that only presidents can register their club!

What about the Involvement Expo and Student Leader Summit?
The Involvement Expo and Student Leader Summit registrations will take place through HWS Engage. We will inform you via email and through your HWS Engage profile when those registrations are available in mid-August!

What is the process for New Clubs to register?
All new clubs must get approval from Hobart Student Government and William Smith Congress before being recognized by the Office of Student Activities. Follow these quick steps to begin the process:

1. DO YOUR RESEARCH
   Visit HWS Engage to see the current list of active clubs and club sports by clicking on the Organization tab across the top of the page. You can search through all of our current clubs by name or by category. It is important to see if HWS already has a club or club sport that has the same goals and objectives. If you do find a similar club, we encourage you to reach out and identify what will make your club different and sustainable for student interest.
2. DEVELOP A CONSTITUTION
   Visit the Student Activities page on HWS Engage by searching HWS Student Activities and scroll down to the Documents section of the page. Here you will find a variety of resources documents, including a sample constitution. Use this document to create your very own club constitution. You will need one for the registration process.
3. RECRUIT!
   Begin scouting our potential members! Talk to friends and classmates about whether or not they would be interested in joining your club once it’s approved.
4. REGISTER YOUR CLUB!
   Once you receive club status from Hobart Student Government and William Smith Congress, have the President of your club or club sport log in to the HWS Engage page (link) and navigate to the Organizations tab along the top of the page. Find the “Register a New Organization” along the left hand side of the page to begin the registration process! After your registration is approved, you will receive an email from your new Student Activities Advisor to schedule your first meeting.

Who can register an organization in HWS Engage?
Only the club or student organization president can register an organization in HWS Engage.

What is the difference between having club status and being a registered organization?
Recognition by Hobart Student Government and/or William Smith Congress is what allows you to receive club status. Club status means that you are an approved club that can then by registered by the Office of Student Activities. The registration process for groups that receive Club Status is done through HWS Engage at the link “Register a New Organization.”

What about Event Registration?
Use the instruction document in the HWS Engage Club and Student Organization manual titled Registering a Club Event to register all club events (even meetings!).

What about Service Hours?
Use the instruction document in the HWS Engage Club and Student Organization manual titled Adding Service Hours to add any service hours on behalf of your club or organization. 

I’m having trouble!
If you are a club leader or member, contact the Office of Student Activities for assistance with navigating HWS Engage at 315-781-3513 or via email: activities@hws.edu