- Are there any requirements for student organization constitutions?
- How do I see if a space/room is available for my organization to meet in? Or, how can I see what reservations are already in the system?
- Is there anything happening over the summer?
- When's the big fall Involvement Carnival and how do I sign up?
- Which student organizations have to re-register and when?
- Why does my group have to re-register?
- How do I re-register?
- What happens if my group misses the re-registration deadline?
- What are the advantages of being a registered student organization?
Yes. UNCW requires that all registered organizations maintain three clauses as part of their local organization's constitutions or chapter bylaws. The three required clauses are the adherence clause, the non-exclusionary clause, and the non-profit clause. These clauses can all be found in the constitution template (articles IV, V, and XIII) and must be included in every registered organization's constitution exactly as written in the template provided. Organizations may establish guidelines that go above and beyond what is stated in each of these clauses, but organizations may not contradict them in any way in their constitution.
How do I see if a space/room is available for my organization to meet in? Or, how can I see what reservations are already in the system?
Our reservation calendar can be seen online. For student organization purposes, these calendars provide two great resources. First, you will be able to use this calendar to confirm that your organization's reservation is in the system. So, if you forgot what time you booked, or what room you are in, you can check online to verify. Second, if you are looking to reserve space, it always helps to know what space is already booked so you don't waste your time asking for it. By reviewing the calendar ahead of time you have a better chance of getting your initial request fulfilled which cuts down on a lot of the back-and-forth communication.
UNCW's Online Reservation System: https://stuafftech.uncw.edu/VirtualEms/BrowseEvents.aspx
During Summer Orientation, student organizations may participate in the Involvement Fairs. This is your group's first chance to communicate your message to incoming freshmen, so don't miss it! If you did miss this great opportunity, keep in mind that the fall Involvement Carnival is still open for you... see below for more information. To read more about the Summer Orientation Involvement Fairs click here.
The annual Involvement Carnival is going is held every year in August. Registration Forms will be placed in all student organization mailboxes and mailed out to potential off-campus participants by mid-June. To read more about the Involvement Carnival click here.
Every student organization must register with the University. This includes honor societies, fraternities and sororities, sport clubs, groups affiliated with academic departments, graduate groups, etc.
At UNCW student organizations must initially register when they are first approved by the Student Organization Committee and then the organization must continue to re-register every fall semester.
Re-registration is a process that exists at most universities and we've worked hard to keep it as simple as possible and relevant to your organization.
Re-registration is important because it enables the Campus Activities & Involvement Center and the University to maintain up-to-date contact information for your organization. We receive calls from many people such as UNCW students looking to get involved and even high school seniors looking into what involvement opportunities are available at UNCW before choosing to come here. We're the only department that keeps tabs on all the involvement opportunities here on campus, so this really is a vital process.
Another reason we require groups to re-register is so that we can update organizations on policies that may have changed or fill new officers in on policies affecting student organizations which they may not have been aware of.
Finally, by including the Student Organization Leadership Conference (SOLC) in the re-registration process we are equipping and empowering student organizations to have a successful year!
Here’s a helpful list so you can check off each step as you go!
Step 1: Update your organization’s information online at www.uncw.edu/studentorgs. Be sure to include:
- A: Officers’ Contact Information (5 registered students minimum, including assigning 2 Reservation Delegates – these will be the only members of your organization who can make room reservations on campus)
- B: Constitution! Online submission/confirmation – Organizations are required to submit and/or confirm their constitution/bylaws electronically through SeaOrg, our online database. Be sure to have your current constitution in one of the following file formats: pdf*, doc, docx. (Note: pdf’s are recommended as this file will be posted publicly on the CAIC website.)
In order to access the online database a student officer in the organization must obtain a user name and password for the system (this is not connected to any UNCW email ID and/or password; it is unique to the organization itself). Students will be asked to show their UNCW ID in order to obtain the login information. Login through the following website: www.uncw.edu/studentorgs.
Step 2: Send one (1) representative to a Re-Registration Seminar. Multiple sessions are scheduled to accommodate various scheduling needs.
Note: FSC=Fisher Student Center
If an organization does not complete any of the above steps by the re-registration deadline, the organization will be deemed as a non-registered organization. As such all privileges reserved for student organizations will be revoked including reserving space on campus and having access to on-campus funds. Non-registered organizations will be eligible to re-apply for registration status again at the beginning of the spring semester by submitting an Intent to Register form with the CAIC.
In the event that the organization completes at least one of the re-registration requirements, the CAIC may reclassify the organization to provisional status for a 30 day period. Organizations in provisional status may use university facilities for organizational or recruitment meetings. Provisional organizations are not eligible to host events, fund raise or establish an on-campus account without the written consent of the CAIC. If the organization fails or refuses to remedy each deficiency within this 30 day period, the organization will be deemed as a non-registered organization.
There are many! A registered student organization may:
- Use the name of the University or any abbreviation of it as part of their name.
- Sponsor or present an event on University property.
- Raise funds on University property.
- Reserve University facilities and services.
- Be eligible for funding from SGA or GSA.
- Receive advising and assistance with program planning, leadership training, and development from the Campus Activities & Involvement Center.
- Participate in Campus Activities & Involvement Center programs and events such as the Fall Involvement Carnival, Student Organization Leadership Awards and Student Organization Appreciation Day.
- Utilize the Involvement Center and its resources.
- Be listed and linked on the online directory of Student Organizations.