Annual Registration

 

 

The Annual Registration process for student organizations updates and archives information regarding the basic details and practices of each group. To remain in good standing, an organization must maintain a current and complete registration with the Center for Student Engagement. The annual registration window stretches from April to August of each calendar year - during this time, current and suspended Registered Student Organizations (RSOs) must update their organization's profile and seek their advisor's review. 

To access your annual registration form, you must be an Administrator in your organization's portal. Outgoing Presidents are responsible for adding incoming Presidents to the administrators group before their departure; click here for instructions. Once a President is added to the Administrators group, return to your portal and select "Settings > Organization Settings > Update and Renew Profile."  

All RSOs must complete their registration form and to have it approved by their advisor by August 31, 2018 to remain in good standing. Organizations that have not completed their registration and had it approved by their advisor will be suspended as of September 1, 2018.

 

Important Notes

  • The highest ranking officer for your organization must complete the registration form; submissions from other officers or members will be denied. 
  • Your annual registration will not be approved by Student Engagement until it is reviewed and approved by your organization's advisor. 
  • Your registration must be completed at least one per year during the Registration window. You may update your officers, however, at any point. 
  • Greek Chapters and Competitive Sports Clubs must also complete either the Risk Manager Officer position OR the Safety Officer position, respectively. 
  • Your roster must correspond to the membership listed in your organization portal; be sure to add your members to your portal using the People tool. For a walk-through, click here. 

Components of the Annual Registration Form 
Items with an asterisk (*) are mandatory. 

Basic Information
Organization Name* & Abbreviated Name 

Your organization name and abbreviated name may only be changed by an OrgSync administrator. If your organization would like to edit or add details for either of these areas, please email engage@gatech.edu. If your organization commonly goes by an abbreviated name (e.g, SHPE, ASB, SWE, etc.), please be sure that name is listed on your registration -- this how is how other students will search for your organization portal!

Organization Category*

Your organization category may only changed by an OrgSync administrator. Organization category may have an impact on the kinds of funding you organization is eligible to receive; for more information, refer to the Joint Finance Committee policy

Description*

The description you include in your annual registration will be the first information new and potential members will see in your organization profile -- take advantage of this by including a short and exciting blurb about your organization's mission, the programs or events you host, and an invitation to join the portal. 

Keywords*

Keywords will be the tool most often used to find your organization. Be strategic! Imagine that you are a new student -- what words would you use to find the organization you're looking for? For example, someone new to Tech wouldn't know the strength training group is called Barbell Club, so you might include words related to strength training such as: deadlift, squat, weight, barbell, bench, press, gym, strength, etc. 

Here are some areas to include: 

Type of member: 1st year, 2nd year, grad-student, grad-friendly, transfer, international
Variations on a root word: Volunteer, Volunteers, Volunteering 

Website 

If you have it, list it! If you don't maintain an independent page, you can feel free to list a Facebook page here. 

Profile Icon*

Organizations must include a profile icon. If you don't have a go-to logo or photo, feel free to use stock photography from the Institute. The profile icon upload is located on the right hand side of the Annual Registration form. 

Constitution & By-Laws*

Your organization's most recent constitution will already be attached to your organization's most recent registration; if you have updated or amended your constitution, be sure to upload the newest version with your new registration. 

Roster*

All returning RSO's are required to have 5 current student members on their membership roster; this number includes any officer positions on your executive board. Your roster will be verified by comparison to the users registered in your portal; ensure all of your current members are in your portal to prevent any delay in processing. 

Organization Management & Membership 
Member Requirements & Selections*

Make this section easy on yourself by copying and pasting membership process and requirements directly from your organization's constitution. 

Officer Elections Timeline* 
     - When do you host elections 
     - When do new officers take office? 

What types of events do you host? 
Select the kinds of events you host throughout the year. This assists the Student Engagement team with connecting you to a variety of important resources to help plan your events accordingly. 

Finance Information 
We collect basic financial details for organizations to assist with 1) organization's financial management and 2) to provide up-to-date information to campus funding sources including SGA, BuzzFunds, etc. 

Contact Information

Social Media Handles 
     -Twitter
     -Facebook
     -Instagram

Advisor
On the last page of your registration, please confirm that the name, email address, and title of your advisor are correct. OrgSync will automatically generate an email seeking your advisor's approval and send it to the address listed. If the address is incorrect, your advisor cannot approve of your registration form. We strongly recommend that Presidents message their advisor independently after completing the registration form requesting their review and approval.