Registration is the annual process student organizations go through in order to be recognized by the university and receive resources. Existing student organizations must complete requirements for registration each year during the organization's registration window to maintain active status and to receive access to university funds and resources. Brand new organizations may begin registration in either the autumn or spring registration window.
It is important to view the Student Organization Guidelines to completely understand the roles and requirements of student organizations on campus. The Guidelines explain the registration process outlined below as well other important aspects of student organization operations.
Student organizations must complete registration requirements on an annual basis to achieve Active status and be eligible to utilize specific university resources.
Student organizations can fall under several statuses, which are based on the amount of time an organization has continuously completed the registration requirements as well as the membership size.
Register Your Student Organization Within One of Two Registration Windows
Autumn Registration Window:
August 15 - October 30
Spring Registration Window:
February 1 - April 15
There are two student organization registration windows. We recommend that you select a window based on your election cycle. If your organization transitions on the calendar year (i.e., over winter break) then we recommend you select the Spring Registration Window. If your organization transitions on the academic year (i.e. over summer break) then we recommend you select the Autumn Registration Window. All registration requirements must be completed within the window in order to stay continuously registered and achieve active status.
New student organizations may only begin the registration process during a registration window. New student organizations have 60 days, or until the end of that window, whichever comes later, to complete the requirements to become registered and achieve active status.
Complete Trainings for President, Treasurer and Advisor
All organizations must complete the following training requirements in order to be registered and achieve active status:
- Online Training modules for president and treasurer must be completed annually. They can be accessed in the Student Organization Management System.
- In-Person Trainings for president and treasurer must be completed annually.
- Training for Advisor must be completed every 2 years, either in-person or online based on eligibility.
Complete Online Forms
Each student organization must submit several pieces of information in order to become or remain a registered and active student organization. These items include:
- General Information
- The organization's purpose statement
- Contact information
- A graphic or image representing the organization
- Any social media presence
- Affirmation of non-discrimination policy and anti-hazing statement
- Organization roster
- Name.# of three required officer positions: president, treasurer, and secondary leader
- Name.# of all members
- Name.# of primary advisor and all co-advisors
- Organization constitution
- Purpose statement
- Office titles and duties
- Member selection and removal process
- Officer selection and removal process
- Non-discrimination statement
- Additional sections as they apply to the organization
- Submit PDF or Word format. A Sample Constitution is available for reference.
- Two annual goals
- Refer to the Student Organization Success Framework for possible goal areas.
The following video will be helpful for presidents to navigate the Student Organization Management System to submit this information.
Submit Advisor Approvals
Online advisor approvals are needed for both registration and goals. These must be submitted by the primary advisor annually via the online Student Organization Management System. Upon logging in, use the approval links available on the dashboard. For more information, visit the Advisor page.
Finding a Student Organization Advisor
Student organization leaders are responsible for recruiting/ selecting their advisor. Additional information about eligibility and role expectations can be found on the Advisors webpage.
There are many ways to be successful in finding an advisor. Consider reaching out to your existing networks of faculty and staff. Seek individuals with similar academic backgrounds or interest areas. Connect with similar student organizations for advice and networking. Contact Student Activities staff at firstname.lastname@example.org for additional suggestions.
Register a New Student Organization
If you would like to create a new student organization, you must first complete a new organization interest form, which must be submitted at least 2 weeks before the close of the Registration Window - by October 15 or April 1 - to ensure adequate time for new orgs to complete initial meetings and registration requirements.
New student organizations must not duplicate the purpose of any currently existing student organization. New organizations must complete the requirements to register their organization within 60 days of starting the online process or by the end of that registration window, whichever comes later.
Once the new organization interest form is received, students will be invited to complete a New Org Welcome meeting. During this meeting our staff will provide an overview of the registration process and related resources. New Org Welcome meetings can be completed during our regular office hours:
Mondays at 10:30 a.m.-Noon
Thursdays at 1-2:30 p.m.
Office hours are located in the Presidents Room of the KBK Center for Student Leadership and Service. New Org Welcome meetings can also be scheduled individually outside of office hours by contacting email@example.com.
Questions? Please check out our FAQ Page.