Registration and Reactivation
Recognized student groups, as defined by the Student Activities Office, must complete the annual Student Group Registration process from April 1 - August 1 of each academic year to be considered “Active” status for the following academic year. Those groups who fail to complete one or all steps of Student Group Registration will be made “Inactive” for the following academic year.
Inactive groups cannot spend or receive club funds, cannot host or co-sponsor events or meetings, and are prohibited from participating in the annual Activities Night or Club Awards Banquet. Funds will remain in the group’s FOAPAL, but will be inaccessible. Groups that remain Inactive for two consecutive academic years will be given “Defunct” status, removing all funding from their group account. Below lists the steps required to reactivate an Active, Inactive, or Defunct student group. Please note, reactivation is not guaranteed.
Ready to transition and register for the next academic year?
The most successful student clubs and organizations implement officer transition programs at varying levels. In an effort to help groups organize an effective transition, SAO has put together an Officer Transition Guide Book full of information, resources, and helpful checklists to ensure seamless continuity in your group’s functioning.
Registration Timeline 2020-2021
April 1, 2020 - April 30, 2020: Early Bird Registration
April 1, 2020 - August 1, 2020: Registration Deadline
Early Bird Registration: All groups who successfully complete steps 1-4 by April 30, 2020 will be eligible to win a prize of $500 for the student group’s account! The winning group will be randomly selected from all groups who complete steps 1-4 by the end of April.
STEP 1 - REGISTER YOUR CLUB ON SAO360 FOR THE 2020-2021 ACADEMIC YEAR
All student groups’ status reset in SAO360 on Wednesday, April 1, 2020. If your group is currently active and wishes to be active for the next year, the student designated as the group’s Officer1 in SAO360 will need to register the group in SAO360. This is a simple process taking no more than a few minutes. For instructions, please see THIS VIDEO.
STEP 2 - UPDATE YOUR OFFICER 1
Each group will also need to update the Officer 1 in SAO360 based on the newly elected or appointed President or head representative. This process happens quickly and it is crucial that it is completed in the correct order--failure to do so may result in all members being blocked from any action in SAO360. For instructions, please see THIS VIDEO.
STEP 3 - COMPLETE REQUIRED OFFICER TRAINING
Two new officers (one of which must be the 2020-21 Officer1 designated as such in SAO360 from Step 2) from each recognized student group are required to attend the annual Student Group Officer Training.
Unless you are the 2020-21 Officer1 for multiple groups, an individual officer/member may not attend training on behalf of more than one (1) student group. Each student group must select two unique student officers or members to take the training. If this is not possible for your group or you have questions, please contact firstname.lastname@example.org.
Additional officers or group members are also welcome to attend the training! The training is designed with feedback from student leaders over the last year, will cover basics of student group transition, support SAO can provide, key policies and resources to know, and how to use SAO360 to benefit your group.
Below are the listed dates and times of the training. Please click on a time below to register! Registration is required.
*CLOSED* Saturday, April 18, 2020 Weekend Session 11:00am - 12:30pm EST *CLOSED* Tuesday, April 21, 2020 Morning Session 10:00am - 11:30am EST *CLOSED* Tuesday, April 21, 2020 Evening Session 6:00pm - 7:30pm EST This session is themed for ClubSports. Any group is welcome to still attend, but it will have a ClubSports focus throughout and opportunity for ClubSport specific questions at the end with Arianne Judy from RecSports. *CLOSED* Wednesday, April 22, 2020 Morning Session 9:00am - 10:30am EST *CLOSED* Wednesday, April 22, 2020 Afternoon Session 2:30pm - 4:00pm EST *CLOSED* Wednesday, June 3, 2020 Evening Session 6:00pm - 7:30pm EST *CLOSED* Tuesday, July 14, 2020 Afternoon Session 12:00-1:30pm EST
Please Note: All Official Virtual Student Group Officer Trainings have been completed. In order to complete this step, the Officer1 and another officer or general member of your student group must watch the recorded training session found here Student Group Officer Training Recording. Once you have watched the training, the two individuals representing the student group can complete the make-up Officer Training Quiz.
STEP 4 - COMPLETE QUIZ AND REGISTRATION FORM
After Steps 1 through 3 are complete, both officers who completed the virtual training should follow Steps 4 A & B below to complete the registration process:
STEP 4A: Officer Training Quiz 2020-21 MAKE-UP (click to access)
This quiz is based on information from the Student Group Officer Training. After completing the quiz, you will need to click on the “VIEW SCORE” button on the confirmation page. Both officers must receive a 100% on the Officer Quiz to receive credit for registration. The quiz can be retaken.
STEP 4B: Final Step! Student Group Registration Form (click to access)
The 2020-21 Officer1 will need to finish the registration process by completing the Student Group Registration Form on behalf of the group. In doing so, they will confirm Steps 1 through 4 are complete. Undergraduate groups will also utilize this form to register for Activities Night, and to request limited student group storage space in LaFortune Student Center or Washington Hall, if interested.
After this final step, student groups will receive confirmation that their registration is complete. Please know that the email confirmation is not an automatic process, and must be manually generated for each group following a thorough review of all our databases for registration requirements. We are frequently updating this list and will email you when we have confirmed your group's completion.
If you have any questions about this process, please be in touch with the SAO team by emailing email@example.com or calling 574-631-7308.
Reactivating an Inactive or Defunct Student Group
"Inactive" groups cannot spend or receive club funds, cannot host or co-sponsor events or meetings, and are prohibited from participating in the annual Activities Night or Club Awards Banquet. Funds will remain in the group’s FOAPAL, but will be inaccessible. Groups that remain Inactive for two consecutive academic years will be given “Defunct” status, removing all funding from their group account. Below lists the steps required to reactivate an Inactive or Defunct student group. Please note, reactivation is not guaranteed.
If a student wishes to reactivate an Inactive or Defunct student group, the proposed Officer1 must submit a proposal through the Prospective Groups application by the deadlines listed on the website. The group will then follow the same timeline and process as a proposed new club, which requires submission of an updated constitution, roster, budget, and list of events. Groups who wish to be reactivated will have their application submitted to applicable student government organizations for review and approval: CCC, GSU, MBAA or SBAA. These organizations typically consider: if the purpose of the proposed student club is currently fulfilled by existing student organizations, the number of interested students, and the long term sustainability of the proposed club. For more information, please follow the Prospective Groups information webpage.