- INTENT TO REGISTER
- REGISTERED STUDENT ORGANIZATIONS (RSO)
- SPORTS CLUBS
- CAMPUS INTEREST GROUPS
- GRADUATE STUDENT ASSOCIATION
- ORGANIZATION ADVISORS
- RELATIONSHIPS TO THE UNIVERSITY
- RELATIONSHIP TO OTHER GROUPS AND AGENCIES
- DUPLICATION WITH EXISTING GROUPS
Once registered, your organization becomes eligible for many privileges, opportunities and services. There are also many campus, local, state and federal policies and guidelines that pertain to activities you may wish to do on campus. These are described in detail in the Student Organization Source Book (SOS).
Through registration, your group is recognized by the University and becomes eligible for many privileges, opportunities and services. These include reserving facilities, raising funds, applying for campus funding and receiving services from Center for Student Involvement and other campus departments. Registration must be renewed annually and expires on June 30th each year.
When identifying your status as a student group at UC Davis, consider the following options. Each has its own responsibilities and privileges.
INTENT TO REGISTER
This status is designed for NEW student groups that wish to use University facilities for the purpose of getting organized, developing plans and goals, and recruiting members. This status will enable your group to use University facilities for one organizational meeting only for a period not to exceed 30 days. Your group can be granted this Intent to Register status only once.
To apply, contact Center for Student Involvement, firstname.lastname@example.org. You are encouraged to meet with an Advisor about recruiting members, program planning and preparing registration forms. Your group’s Intent to Register status begins when it is approved by a CSI Advisor.
REGISTERED STUDENT ORGANIZATIONS
Registered student organization (RSO)– a student organization registered with the Center for Student Involvement and formed to provide charitable, service, social, cultural, artistic, recreational, or educational activities consistent with the educational mission of the University. Examples are the Electrical Engineering Club, Davis Ballroom Dance Club, Delta Gamma Sorority, and Vietnamese Student Association. (PPM 270-07)
Sport Clubs are organizations registered with Campus Recreation and Unions whose purpose is to provide sports activities to interested UC Davis students. They are not required to register at the Center for Student Involvement, but are permitted the same access as registered student organizations to advising services, leadership programs, fundraising privileges, reservation of campus facilities and participation in the annual Activities Fair. For more information, contact the Center for Student Involvement or the Campus Recreation and Unions at 752-1730.
CAMPUS INTEREST GROUPS
Campus Interest Groups are organizations registered with Conference & Event Services (CES) whose members must be associated with the University through employment, alumni or student status, or as spouses of students. The purpose of these groups is to provide charitable, service, social, artistic, recreational or educational activities. Registration permits such groups to use campus facilities on an occasional basis. For more information, contact CES at 752-2813.
GRADUATE STUDENT ASSOCIATION
Graduate student organizations that want to reserve campus facilities or engage in fundraising on campus must register with Center for Student Involvement. They may also receive funds from the Graduate Student Association (GSA). GSA provides services to all graduate students who are automatically members of GSA once fees are paid. For more information, contact the GSA office at 752-6108.
CRITERIA TO QUALIFY AS A REGISTERED STUDENT ORGANIZATION
The following are the criteria used to approve the registration of student organizations.
Each student organization is required to describe clearly and specifically the purpose of the organization. If the stated purpose is too vague or general, you will be contacted to provide more information. The purpose of the organization should be consistent with the educational nature of the University and will be publicized on the group’s OrgSync profile.
USE OF UNIVERSITY NAME AND TRADEMARKS
Student organization names must comply with University Name and Trademark policy. All variances of names and visual representations of the University of California, Davis, are considered UC Davis trademarks. The marks include any trademark, service mark, name, logo, insignia, seal, design, or other symbol or device associated with or referring to UC Davis. Also included are any word, phrase, or image that implies association with the University, such as “Cal Aggie” or “Go Ags!” The University owns these trademarks and must approve their use.
- Student organizations may use the University name (including any abbreviation) only to describe its location, but not as part of its name. Example: “Service Club at UC Davis” is permitted, but “UC Davis Service Club” is not permitted.
- Student organizations may use the term “Aggie” as part of a name, but not “Cal Aggie.” Example: “Aggie Cultural Association” is permitted, but Cal Aggie Cultural Association” is not permitted. If the name of your group is the same as, or very similar to, that of another group (campus or off campus), then you must clearly differentiate your group’s name. Terms that may help you differentiate your name include “at UC Davis” or “Campus Chapter of.” Examples: Campus NOW, Campus Chapter of Girl Scouts.
- With the permission of Center for Student Involvement, student organizations may use the “UC Davis” logo, “Go Ags!” logo, or athletics logos. Groups are not permitted to use the University seal or “Cal Aggie” logo.
Anyone violating the provisions of California Education Code 92000, which prohibit use of the University name without permission, is guilty of a misdemeanor. We urge groups to review all publicity materials used in any event they sponsor to insure accurate representation. Since individuals may be misled into thinking the University is associated with an event that uses its name, the University is exposed to potential liability should someone suffer damage or injury at the event. The University will seek indemnification from groups for any damages it may suffer as a result of unauthorized use of the University’s name.
- Each registered group must be composed of at least five currently registered and paid UCD students.
- Public information about these students may be disclosed without prior written consent unless the student notifies the UC Davis Registrar’s Office in writing or via an established electronic procedure that such information shall be confidential. Public information includes name, address, e- mail addresses, and telephone number. CSI may release this information about you as a representative of this organization.
- Only currently registered and paid UCD students can be active members; only active members may vote, hold office, determine programs, control the group’s money, and represent the group to the University. Currently enrolled UCD students must comprise three-fourths of the organization’s membership.
- Currently enrolled UCD students must comprise three-fourths of the organization’s membership.
- Associate members may be students on PELP, UCD staff, faculty, and the immediate families of UCD students, staff and faculty and non-University related individuals. Associate members may attend group meetings and events, participate in discussions, serve as guest speakers on an occasional basis, teach, and perform small tasks for the group.
- Consistent with section 70.10 of the UC Policy on Registered Campus Organizations, the organizations will not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy, physical or mental disability, medical condition (cancer related or genetic characteristics), ancestry, marital status, age, sexual orientation, citizenship, or service in the uniformed services, except that membership in an officially recognized sorority or fraternity may be limited by gender. This certification shall override any language to the contrary in the organization’s bylaws, constitution, or other documents, and approval of this application does not include approval of such contrary documents.
Your group may choose to have an advisor if you wish to do so. An advisor can be a valuable source of information and continuity for the group, and may be a UCD staff or faculty member, someone from the community or a UCD student.
- Provide information/advice to the group
- Participate in orienting and training new members and officers
- Attend group meetings
- Participate in discussions
Advisors may not:
- Select members (but may participate in selection discussion)
- Determine or direct the group’s programs, goals, performances
- Control group’s finances; vote
- Hold office
- Reserve campus facilities
- Represent the group to the University or community.
RELATIONSHIP TO THE UNIVERSITY
- Groups which are sponsored by, or are part of the University, will not be registered as student organizations. This generally includes those groups whose programs are generated, implemented, funded, directed, or controlled by the University. Typical examples of this would include Intercollegiate Athletic teams, classes offered by the University, departments/units of the University, ASUCD activities and groups whose sole purpose is to support/fund any of the above. General exceptions may include residence hall social fund groups. Residence hall groups must have approval from the Housing Office to apply for status as a registered student organization.
- A registered student organization may state that its active and associate membership is composed of students, staff, or faculty of the University. It shall not indicate or imply that it is acting on behalf of the University or with University approval or sponsorship.
- University regulations state that registered student organizations may take positions on issues if they make it clear in so doing that they are not representing the views of the University or the student body as a whole.
- The University’s name, insignia, unofficial seal or address may not be used by a student group for religious or political activities, when such use might reasonably be construed to imply the University’s support for the group’s position on a religious or political subject. The University’s name may be used for identification purposes or in a return address provided that the user group explicitly states that it is acting in a private capacity and not as a representative of the University.
RELATIONSHIP TO OTHER GROUPS AND AGENCIES
A student group that is associated with a local, state, national or international organization will be registered only if the group, through its active members, retains decision-making authority and control over its programs and finances. This means that:
- The group has the authority to make all final decisions.
- The group does not have to obtain permission or approval from its associated organization for its activities.
- The group makes the final decision to use the funds it generates.
- The group does its own financial book keeping.
- The officers are selected by the student members of the group.
- A group that is an agent for an off-campus or another campus organization or whose sole purpose is to support or fund such an organization will not be registered.
DUPLICATION WITH EXISTING GROUPS
Due to the increasing number of student organizations and demands for campus resources and space, groups applying for registration which appear to closely duplicate already existing groups will be required to submit a clear, written description of the differences between the groups. This may include such components as purpose, programs, philosophy, and structure. The responsibility rests with the group to prove to the University how it differs from the existing groups and why it should be registered as a separate student organization.
HOW TO REGISTER
Registration for 2015-2016
1) When a student or group of students identifies an interest in wanting to a new student organization, they must complete the New Student Organization Interest Form on OrgSync.
2) Following submission of the New Student Organization Interest Form, a CSI staff member will contact the student to schedule an in-person meeting with an option to bring other members along. At the meeting, the CSI staff member and student leader(s) discuss the mission and purpose of the proposed student organization, responsibilities of proposed officers, etc.
3) At the conclusion of the meeting, the CSI staff member will let the student(s) know that there is a duplicate organization and encourage the student(s) to explore that organization, or explains next steps in the process including online registration and in-person orientation.
4) In the case that the student(s) have been authorized to move forward, the student leader will be instructed to visit OrgSync, find their new portal under My Memberships, and click “Update Now” in the orange box to complete the Student Organization Registration Form. Once the form is complete, the five officers receive email alerts to complete the terms and conditions.
5) The President/Primary Leader and/or Treasurer/Financial Officer of the student organization must complete an in-person orientation. The in-person orientation schedule can be found here.
6) Pending CSI approval for the new organization, completed terms and conditions, and in-person orientation attended, an email is sent to those five officers to confirm the new registration and share resources.
Registration Renewals (existing organization)
1) If you are renewing a current student organization you must be the administrator for that group in OrgSync.
– Information on how to add group portal administrators can be found HERE.
– If you encounter problems, email email@example.com for assistance.
2) The President/Primary Leader or Treasurer/Financial Officer must complete an Online Registration Orientation before submitting an application. Orientations are offered online or in person.Complete Orientation
3) After completion of the orientation, please update your organization’s information via OrgSync.
– Instructions on how to update profile information can be found HERE.
For all new registrations and renewals:
- To obtain or update a campus financial account (Agency Account), indicate on registration form your interest.
- Your group will be assigned a CSI mailbox in 442 MU. (Mail to Law School, Med School, Vet Med School and Graduate School of Management groups will be sent directly to the Student Services Office in their school.)
- You will be notified the status of your submission via email and OrgSync.
NOTE: Check with CSI for any holds placed on your group. Applications will not be considered until all holds are cleared. There is a $25.00 CSI fee to release any hold placed on organizations.
Policies and guidelines governing these privileges are included on pages here.
- University affiliation.
- Online listing as a student organization at UC Davis.
- Ability to reserve and use campus facilities and properties for occasional activities, such as meetings, programs, conferences, social events and service projects at reduced rates.
- Campus financial account and accounting services (Agency Account).
- Liability insurance for most on-campus activities paid by the University.
- Ability to sponsor fundraising activities on campus.
- Ability to establish a University gift account enabling tax deductible donations.
- Campus mailing address and mailbox.
- Post and distribute materials on campus in accordance with Distribution of Literature and Posting Policies.
- Use of Memorial and Silo Union outdoor tables for distributing information and fundraising.
- Use of lower Freeborn storage lockers (available on a first come, first serve basis).
- Participation in campus activities (Activities Fair, Picnic Day, The Buzz).
- Eligibility for undergraduate groups for Club Finance Council grants and loans.
- Eligibility for funding from campus departments.
- Eligibility for fundraising through University Dining Services concessions.
Upon becoming a registered student organization, your group assumes the following responsibilities:
1. Representing your Group
Only the five officers* whose signatures are on file with the Center for Student Involvement may transact business with the University on behalf of the organization. (Exception: Any member may reserve tables or display boards.)
2. Updating Group Information
If at any time information about your group changes (such as its name or status of the five officers/student leaders) you need to update the registration in your group’s OrgSync profile. All five officers are responsible for approving the changes to the group registration.
If the officer who attended the Orientation for the current registration period has left office, the new President or Treasurer must complete the Registration Orientation.
3. Maintenance of Financial Account and Financial Records
Your group must keep complete and accurate records of income and expenditures showing how funds were raised, amounts spent, and how funds have been or will be used. These records must be kept current and available for inspection or audit by University officials at any time.
4. Personal Liability for Debts
The five officers* who sign the Registration Application assume responsibility (and may be held personally liable) for all debts and obligations incurred by the organization. The treasurer or others responsible for the organization’s accounts must pay all bills or make arrangements for payment. If debts are not paid, registration and/or transcripts of these officers may be withheld until debts are paid. The University is not liable and cannot be held responsible for any debts or obligations incurred by the organization to a non- University agency. At the end of Spring Quarter, the Treasurer or others responsible for the organization’s accounts must pay all bills or make arrangements for payment.
5. Discrimination & Harassment
Consistent with section 70.10 of the UC Policy on Registered Campus Organizations, the organization will not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy, physical or mental disability, medical condition (cancer related or genetic characteristics), ancestry, marital status, age, sexual orientation, citizenship, or service in the uniformed services, except that membership in an officially recognized sorority or fraternity may be limited by gender. This certification shall override any language to the contrary in the organization’s bylaws, constitution, or other documents, and approval of this application does not include approval of such contrary documents.
A hold will be placed on the registration of any student organization that has not satisfied a debt or obligation to the University in a timely manner, has an overdrawn Agency Account, or has violated University policies or regulations. A hold results in the suspension of all your organization’s campus privileges. To release the hold, a representative of your organization must bring written documentation that the debt or violation has been satisfied (e.g., receipt, letter from Student Judicial Affairs, etc.) with a $25 Hold Release Fee to CSI for your group’s privileges to be restored.
7. Compliance with Legal Regulations
In all activities, student organizations shall assume full responsibility for abiding by local, state and federal laws, and University and campus regulations.
8. Respect for University Activities and Individual Rights
Activities shall not interfere with traffic, regularly scheduled campus activities, or the orderly administration of the University. The First Amendment protects the right to say or write unpopular, intolerant or controversial ideas, as long as they do not violate laws or University Policies, including time, place and manner restrictions. Student organizations are encouraged to review their activities to reflect the values in the UC Davis Principles of Community
9. Contracts and Publicity
Events and activities sponsored by student organizations must be advertised and promoted in such a way as to make clear the function is sponsored by the organization acting in a private capacity and not as a representative of the University. Student organizations may not sign contracts on behalf of the University, as its agent, or imply that it is representing the University in any agreement.
10. Dissolving an Organization
Should your organization choose to dissolve, to formally terminate your status as a student organization with CSI, complete a Registered Student Organization Termination Form and submit it to CSI.
11. Defunct Agency Account
If your organization does not re-register for two consecutive years, any money left in your organization’s Agency Account will be used to benefit all other registered student organizations.
(* or designated student leaders)