Annual Registration


The annual registration has been extended - during this time Registered Student Organizations (RSOs) must update their organization's profile and seek their advisor's review. 

By September 1, 2020, all Registered Student Organizations (RSOs) are required to complete the following to remain in Active standing: 

  1. One student officer completes the Annual Registration form,
  2. One student officer attends a mandatory training,
  3. Advisor completes the Advisor Registration form,
  4. President and Treasurer each complete Terms & Conditions for the President and Finance Officers.

 

Manadatory Organization Training Webinar is now LIVE 

Click here to be directed to the Engage form

 

Organizations that have not met these requirements will be suspended as of September 2, 2020.

 

Want to check on your progress with the September 1st requirements? Visit this link: bit.ly/rso2020

 


Annual Registration Resources and Frequently Asked Questions

For a complete overview of the Annual Registration process, please visit our website.

 
Topic 1: The Annual Registration Basics

 

When do I have to complete my Annual Registration?

The Annual Registration must be completed at least once a year; the deadline for the annual update is September 1, 2020. Organizations that have not met this minimum requirement will face suspension on September 2, 2020.

 

Who can access the Annual Registration form?

Only officers with administrative access can access the Annual Registration. At a minimum, each organization's President/Senior Officer, Vice-President/Junior Officer, and Treasurer/Finance Officer can access the Annual Registration form. Outgoing Administrators are responsible for adding incoming officers to the Annual Registration form before their departure. If your previous administrator is gone and you cannot access your organization’s Roster, contact the Center for Student Engagement for further assistance.

 

How do I access the Annual Registration form?

To access your Annual Registration form: 1) log-in to Engage, 2) use the Switchboard to access the Action Center, 3) select the organization you are looking to register, and 4) click the blue "Re-register my organization" button.

 

How can I check on my RSO’s progress in the Annual Registration process?

You can review your RSO’s progress in completing the Annual Registration requirements at any time by visiting this link: bit.ly/rso2020.

 

Below is the process that will be used to update your Roster in the Annual Registration Form:

Please use this template to format the Roster that you will upload in the Annual Registration Form 

Your roster should contain the following (at a minimum): 

ONE Senior Executive Officer/President 
ONE Finance Officer/Treasurer
ONE Faculty/Staff Advisor 
AT LEAST 5 student members (including officers) 

For each entry, the following are required: 
Column A: GT User Name Use qpburdell3, NOT burdell@gatech.edu
Column B: First Name 
Column C: Last Name 
Column D: Position (Senior Executive Officer, Finance Officer, Advisor, Member, etc.) 

If your organization does not submit the roster in the correct format, your submisission will be denied and you will be asked to complete the form again. 


Topic 2: Mandatory Trainings

 

What is the Mandatory Training?

The mandatory training curriculum is designed to provide RSOs with the knowledge and skills needed to successfully register their organizations and transition their officer leadership.

In light of recent campus changes due to COVID-19, the Center for Student ENgagement is working to alleviate stressors for our Registered Student Organizations and student leaders. We have extended the deadline for Annual Registration to September 1, 2020. Additional we are in the process of adapting the mandatory training to a recorded webinar; the webinar will be distributed to leaders wia email no later than April 15th.  

Who should attend?

Each RSO is required to send ONE officer (a member of your Executive Board) to complete Webinar Training. 

When are the mandatory trainings?

The recorded webinar is scheduled to launch on April 15, 2020. Student leaders will recieve a link to complete the Annual Registraion in their email, it will also be posted on this webpage.

Remember: each organization should send at least 1 officer to comeplete the recorded webinar training. 

 


Topic 3: Requirements for Officers

 

What is required of the President / Senior Executive Officer?

The President/Senior Executive Officer is, at a minimum, required to complete the Terms & Conditions form for their position. When you are assigned the President/Senior Executive Officer position, you will receive an automated email from Engage directing you to complete the T&C. You can also access the T&C form by following these steps:

1) Log in to Engage using your Georgia Tech credentials 

2) Open your User Drawer by clicking on your initials/profile photo in the top right corner of the home page

3) Select notifications from the User Drawer menu

4) Open the notification which reads “Terms Acceptance Required”

Remember: Only the student currently serving as the Senior Executive Officer should be listed as this role in your portal. Be sure to remove the title from outgoing or previous Presidents! Listing multiple students in this role will delay your Annual Registration from being completed.

  

What is required of the Treasurer / Finance Officer?

The Treasurer / Finance Officer is, at a minimum, required to complete the Terms & Conditions form for their position. When you are assigned the Treasurer / Finance Officer position, you will receive an automated email from Engage directing you to complete the T&C. You can also access the T&C form by following these steps:

1) Log in to Engage using your Georgia Tech credentials 

2) Open your User Drawer by clicking on your initials/profile photo in the top right corner of the home page

3) Select notifications from the User Drawer menu

4) Open the notification which reads “Terms Acceptance Required”

Remember: Only the student currently serving as the Finance Officer should be listed as this role in your portal. Be sure to remove the title from outgoing or previous Treasurers! Listing multiple students in this role will delay your Annual Registration from being completed.

 

How do the President and Treasurer complete the Terms and Conditions requirement?

When a user is assigned the position of President/Senior Executive Officer or Treasurer/Finance Officer in an RSO’s roster, they will automatically receive email notification of their required Terms & Conditions.

 

The officer can sign the Terms & Conditions by either 1) clicking the link in the automated email or 2) visiting the Notifications section of their Engage profile and selecting "Terms Acceptance Required."

 

How do I assign the position of President/Senior Executive Officer, Treasurer/Finance Officer, and Advisor in my organization’s portal?

 

You can assign any officer position (including the President/Senior Executive Officer or Treasurer/Finance Officer) AND advisor position by using the Roster tool in your organization’s portal. Click here for more information on how to manage the Roster tool.


Topic 4: Requirements for Advisors

 

What is required of the Advisor?

The Advisor is required to complete the Advisor Registration form. To access the form, you will first log-in to engage.gatech.edu using your GT credentials. After logging in (and in the same browser window), copy and paste this direct link: https://gatech.campuslabs.com/engage/submitter/form/start/327733

 

Important Notes for the Advisor Registration form:

  • To ensure we receive your verified signature on this form, you must be logged in to your personal account in Engage when completing this form. We cannot accept forms on your behalf which are submitted from other accounts (e.g., from the RSO President’s account).
  • The questions detailed on the Advisor form are designed to ensure that all RSOs are incompliance with Institute policy. We thank you for your patience and time in completing this form.
  • If you advise more than one Registered Student Organization, you need only complete the Advisor Registration form only once. Please list the full name of each RSO you advise in the Advisor Registration form.

 

Do I have to fill out an Advisor Registration form for each RSO I advise?

No! You can fill out the form one time and list every RSO you advise in your single submission. We’ve made this change to make the Advisor process easier for you.

 

What are the eligibility requirements to be an advisor?
All RSO advisors must be full-time, exempt (not eligible for overtime) employees of either Georgia Tech or the Georgia Tech Alumni Association. If you’re unsure if you meet this eligibility, reach out to Quinn Foster (foster@gatech.edu), Director of Student Organizations, to verify your eligibility.


Topic 5: General Support

 

Who can I talk to if I have questions?

The Center for Student Engagement is here to help! We offer drop-in office hours each week at the following times: Mondays from 10:00 am – 1:00 pm; Tuesdays from 10:00 am – 1:00 pm; Fridays from 1:00 pm – 4:00 pm. If you need to schedule a meeting, send us an email at engage@gatech.edu.

Prefer to email or call? Reach us at engage@gatech.edu or 404-894-3458.

 

What does it mean if my RSO is suspended? 

Suspended RSOs lose access to the privileges afforded to Registered Student Organizations. Here are some examples of privileges lost if your RSO fails to submit the Annual Registration: FASET tabling, room reservations (e.g., event hosting, organizational meetings, etc.), SGA allocated bill/budget funds or other Institutional funds (e.g., BuzzFunds, Parents’ Fund), organization storage space, mailboxes, or copy privileges in the Student Engagement suite. Organizations will be suspended through the summer, and may only pursue Active status in Fall 2020.

 

Where do I find more information on managing my Engage portal?

Check out this resource for more info. If you still can't find the answer to your question, email Student Engagement (engage (at) gatech.edu) or chat/email with the Campus Labs’ Engage team.