Student Organization Handbook
How to Register Your Student Organization.
A student organization that follows the requirements stated
on the previous page is eligible to apply for registered status. (Please Note:
Registration status is granted annually and expires October 31 every year.)
The steps are as follows:
- Attend a registered student organization orientation.
One of your club's five officers must have attended an orientation session before he or she can obtain access to our online registration system. Orientations are scheduled on an on-going basis throughout the academic year. The orientation schedule can be found in the Student Activities Office, HUB 207, or on our website at http://depts.washington.edu/sao/. The online system will be available to you no later than 48 hours after you've attended orientation. The officer who attended orientation and signed in with their name and UW Net ID will be the only officer who can complete the online registration for your club, and will be considered the first officer in the registration system.
- Fill out an online registration form.
Filling out the online form will help you complete the online registration process quickly. It asks you
for information such as your other four officers' student ID numbers, and you will need this information
to complete the online process.
- Write your organization's constitution and save it in a compatible version to send as an email attachment.
You will be asked to email your constitution as an attachment during the online process. Acceptable versions include Word documents (.doc), Portable Document Files (.pdf) or Text Documents (.txt). All RSOs must email their constitutions to the SAO office year! This constitution will remain valid for 3 years. Download a sample constitution for your group's reference.
- Complete the online registration process.
When you have entered all the necessary information into the system correctly, you will receive a message saying your registration application has been received. Your organization's registered status will not be confirmed until we have received the constitution.
Once the constitution has been received and information is confirmed, all five officers will receive an email indicating that your club is registered. The two Registered Users (RUs) for your email account will receive a message shortly thereafter letting them know their email account has been activated.
Constitutions must include the following sections:
- Name of organization
- Purpose of organization
- Affiliations with other groups (if applicable)
- Membership requirements
- Election procedures
- Titles and duties of officers
- Amendment procedures
- Frequency of meetings
- Optional sections: Dues, Bylaws, Provisions for Adviser, etc.
Please Note: The University also requires a current
constitution of any off-campus organization with which the student organization
is formally affiliated.
After the registration process has been completed and
all the requirements listed above have been met, registered student organization
status is granted by the Assistant Director of Student Activities.
Responsibilities of Registered Status
- A registered student organization is responsible for conducting its affairs
in a manner consistent with applicable University policies and local, state and federal laws and
will be held accountable for the action and behavior of its members or guests
at on-campus activities.
- Each student organization and/or its officers or designated representatives
shall anticipate, provide for, and promptly meet its legitimate financial
obligations.
- It is the responsibility of the membership and particularly the officers
of student organizations to familiarize themselves with the contents of this
Handbook. Since officers and members of registered student organizations are
responsible for knowing and following University of Washington rules, regulations
and policies, it is important that this Handbook be passed along to new officers
as they are selected.
- The officers of a student organization shall promptly notify the Student
Activities Office of any changes in the organization's officers or representatives,
addresses, or constitution. Failure to notify the Student Activities Office
of such changes will affect the degree of service we are able to provide to
your organization and its members.
- The University of Washington does not act as legal agent for registered
student organizations and expressly disclaims any responsibility or liability
for any damages of student organizations and their representatives including,
but not limited to financial obligations, contractual or otherwise.
- In accordance with Use of University Facilities policy (WAC 478.136.101),
university facilities may not be used for private or commercial purposes such
as sales, advertising, or promotional activities unless they serve an educational
purpose. Therefore, student groups may not register with the Student Activities
Office if they intend to sell, distribute, market or advertise goods or services
on behalf of any off-campus commercial entity or affiliate.
Modified: September 16, 2008 |
