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Organization Recognition Process

Existing Student Organizations - Fall Renewal Process

Every Fall semester, student organizations must renew their recognition by September 30th. Clubs with ineligible officers from the previous year are placed on suspended status and should work to update their registration as soon as possible, though no later than September 30th.

To renew your recognition, complete the following steps in this order:

  • Step 1 – Nuts and Bolts Workshop & Officer Agreement Form: The President and Treasurer must attend a Nuts and Bolts workshop and submit their individual Officer Agreement Forms.
    Optional: Organizations may have up to 3 additional officers approved to transact club business – these students must attend a Nuts and Bolts workshop and submit the Officer Agreement Form.

  • Step 2 – Submitting the Organization Registration: All clubs are put into transition automatically in August on the day of the first Nuts & Bolts workshop. An elected officer must submit the Organization Registration through CampusGroups. To submit your Organization Registration: visit CampusGroups, click "Groups", and then "All Groups". Find your club in the list and click "Group Re-Registration".
  • Step 3 – Advisor Agreement: Upon submitting the Organization Registration, the faculty/staff advisor will be sent an email to approve their role with their specific club. Faculty/Staff Advisors must separately access and submit a University Faculty/Staff Advisor Agreement; this needs to only be submitted once an academic year.
  • Step 4 - SO&L Review: Your Organization will be reviewed by a SO&L advisor. The person who submitted the registration will be notified via CampusGroups if there are errors and if the profile has been approved. Any errors must be addressed promptly.
    After your organization has been approved, if there are changes that are needed to your Organization Registration please inform your SO&L Advisor and include your organization name and brief summary of the changes that are needed. Your SO&L Advisor will put your Organization into Transition so you can make the changes and submit your organization for re-approval.
  • Step 5 - Club Accounting Form (CAF): (Only for groups wishing to receive or spend money) Once your organization has been approved in Step 4, the Treasurer can submit an ASI Club Accounting Form to open a club account. Only officers who are listed on your approved Organization Registration may be listed on your CAF form. Info on how to complete the CAF can be found on the Treasurer Resources Page.

Existing Student Organizations - Spring Renewal Process

All currently recognized groups from Fall that have held new officer elections must renew their organization recognition before March 1st. Clubs with ineligible officers from the previous semester are placed on suspended status and should work to update their registration as soon as possible, though no later than March 1st.

To renew your recognition, complete the following steps in this order:

  • Step 1 - Nuts and Bolts Workshop & Officer Agreement Form: The President and Treasurer must attend a Nuts and Bolts workshop and submit their individual Officer Agreement Forms.
    Optional: Organizations may have up to 3 additional officers approved to transact club business – these students must attend a Nuts and Bolts workshop and submit the Officer Agreement Form.
  • Step 2 - Submitting the Organization Registration: All clubs are put into transition automatically in August on the day of the first Nuts & Bolts workshop. An elected officer must submit the Organization Registration through CampusGroups. To submit your Organization Registration: visit CampusGroups, click "Groups", and then "All Groups". Find your club in the list and click "Group Re-Registration".
  • Step 3 - Advisor Agreement: Advisor Agreement: Upon submitting the Organization Registration, the faculty/staff advisor will be sent an email to approve their role with their specific club. Faculty/Staff Advisors must separately access and submit a University Faculty/Staff Advisor Agreement; this needs to only be submitted once an academic year.
  • Step 4 - SO&L Review: Your Organization will be reviewed by a SO&L advisor. The person who submitted the registration will be notified via CampusGroups if there are errors and if the profile has been approved. Any errors must be addressed promptly.
    After your organization has been approved, if there are changes that are needed to your Organization Registration please inform your SO&L Advisor and include your organization name and brief summary of the changes that are needed. Your SO&L Advisor will put your Organization into Transition so you can make the changes and submit your organization for re-approval.
  • Step 5 - Club Accounting Form (CAF): (Only for groups wishing to receive or spend money) Once your organization has been approved in Step 4, the Treasurer can submit an ASI Club Accounting Form to open a club account. Only officers who are listed on your approved Organization Registration may be listed on your CAF form. Info on how to complete the CAF can be found on the Treasurer Resources Page.

New Organizations/Organizations Returning from Inactivity

Only currently enrolled students of Sacramento State may start student organizations. Organizations wishing to be recognized for the first time or who have been inactive on campus must follow this process to obtain recognition. New/ reactivating organizations must complete the recognition process by October 15th to be recognized in the Fall semester and March 15th for the Spring semester. Prior to gaining recognition, an organization may not sponsor programs, seek funding in the name of the organization from any source or conduct fundraising activities in connection with membership recruitment.

This process must be completed by October 15th to be recognized in the Fall semester and March 15th for the Spring semester.

To restart or begin a new organization, complete the following steps in this order:

  • Step 1 - Nuts and Bolts Workshop & Officer Agreement Form: The President and Treasurer must attend a Nuts and Bolts workshop and submit their individual Officer Agreement Forms. If the group has not yet held elections under a ratified constitution, please just have one or more interested persons attend to gather the info. Reactivating clubs should use the last approved constitution until a new one can be submitted and approved by SO&L.
    Optional: Organizations are required to have the President and Treasurer attend Nuts & Bolts and may have up to 3 additional officers approved to transact club business – these students must attend a Nuts and Bolts workshop and submit their Officer Agreement Forms.
  • Step 2 - Intent to Organize Meeting: One of the individuals, who has attended Nuts & Bolts, will need to schedule a meeting with a Student Organizations & Leadership Advisor to discuss the plans for the new or reactivating org and submit an Intent to Organize.
    Following the meeting, the group is permitted to use University facilities on three occasions for organizational purposes over a 30-day period or until the semester recognition deadline (whichever comes first). During this time, the group should be able to ascertain if there are other interested students warranting formation of an organization and prepare the registration materials.
    Please note: in order to be recognized a group must add to the mission of the University without duplicating existing organizations.
  • Step 3 - Submitting the Organization Registration: Following the Intent to Organize Meeting, a student will be designated as an officer in the system to be given the appropriate permissions to submit the Organization Registration through CampusGroups. Please note: Giving someone the officer status in the club’s roster portal is NOT the same as an University approved officer, which can only be done through the Registration process.
    If the organization was once active in CampusGroups: Following step 2, the SO&L Advisor will reopen the club’s previously portal. To submit your Organization Registration: visit CampusGroups, click "Groups", and then "All Groups". Find your club in the list and click "Group Re-Registration". If the organization has never been active in CampusGroups: the SO&L Advisor will give you the link to submit within the Intent to Organize Meeting in Step 2.
  • Step 4 - Advisor Agreement: Upon submitting the Organization Registration, the faculty/staff advisor will be sent an email to approve their role with their specific club. Faculty/Staff Advisors must separately access and submit a University Faculty/Staff Advisor Agreement; this needs to only be submitted once an academic year.
  • Step 5 - SO&L Review & Provisional Approval: Your Organization will be reviewed by a SO&L advisor. The person who submitted the registration will be notified via CampusGroups if there are errors and if the profile has been approved. Any errors must be addressed promptly. Organizations will be notified of SO&L provisional approval via CampusGroups.
  • Step 6 - Official Approval: Now that a portal exists, the President must complete all tasks in CampusGroups including updating the club roster and adding a club contact email. All assigned tasks must be completed and communicated back to the SO&L Advisor before official approval can be granted.
    After your organization has been approved, if there are changes that are needed to your Organization Registration, please inform your SO&L Advisor and include your organization name and brief summary of the changes that are needed. Your SO&L Advisor will put your Organization into Transition so you can make the changes and submit your organization for re-approval.
  • Step 7 - Club Accounting Form (CAF): (Only for groups wishing to receive or spend money) Once your organization has been approved in Step 6, the Treasurer can submit an ASI Club Accounting Form to open/reactivate a club account. Only officers listed on your approved Organization Registration may be listed on your CAF form. Info on how to complete the CAF can be found on the Treasurer Resources Page.

Late Renewal

Renewing organizations who do not meet the registration deadlines may request permission for Late Renewal from their SO&L Advisor. If permitted, organizations must meet the renewal requirements and submit a letter to their SO&L Advisor to address the following points:

  • Why the group missed the deadline
  • Why the group needs to be recognized this semester
  • How the group will ensure that the deadline is adhered to in the future

No organization late renewal appeals will be considered after October 15th for Fall and March 15th for Spring. Organizations are not permitted to pursue late renewal more than two times in a two-year period.

Organization Changes After Registration Approval

Following the registration approval, a student organization may find the need to edit and resubmit their registration (i.e. officer changes, constitution updates). To do so, the club must reach out to their SO&L Advisor for the organization to be able to edit the Organization Registration.

Please note: all student organizations are automatically placed into transition in August to complete the annual organization re-registration required of all clubs.