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 the Officer Agreement Form.
  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: One of the officers will submit the Organization Registration through Hornet Hub. All clubs are put into transition automatically in August. Organization administrators can access the profile from the Admin Dashboard in the drop down found in the top right corner of Hornet Hub (be sure to log-in first). If you are not an organization administrator, please contact SO&L to be given access.
  In the dashboard, you will see on the left side a menu of options. Click Organizations. Select the student organization you need to update and then click the pencil icon in the top right corner. You can also save a draft under the dropdown next to the Submit for Approval button if you need to come back to it later. There are two ways to resume the submission to edit. 1) To do so from the home page in Hornet Hub, click the person icon at the top right, select profile, select responses on the left, click on the org reg form you need to edit. Or 2) go the dashboard of the club and next to the pencil you will see a black watch, click that for the most recent version submitted. If you click the pencil again you will be starting your edits over. Once finished, click the Submit for Approval so it goes to the SO&L queue for review.
• Step 3 - Advisor Agreement: Upon submitting the Organization Registration, the faculty/staff advisor will also be sent an email at this time, which they must follow to complete the Faculty/Staff Advisor Agreement Form.
• 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 email 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 Agreement Form (CAF): (Only for groups wishing to receive or spend money) Once your organization has been approved in Step 5, the Treasurer can submit an ASI Club Agreement to open a club bank account. Only officers who have completed the process in Step 1 and are listed on your Organization Registration may be listed on your CAF form. Info on how to complete the CAF and other Treasurer resources can be found at the Treasurer Resources Page.

Existing Student Organizations - Spring Renewal Process

All returning groups that did NOT renew during the Fall Semester or groups 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 the Officer Agreement Form.
  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: One of the officers will submit the Organization Registration through Hornet Hub. Organizations must contact SO&L to request to be put into transition so they can make the changes needed (suspended orgs are automatically put into transition). Once done, the organization administrators can access the profile from the Admin Dashboard in the drop down found in the top right corner of Hornet Hub (be sure to log-in first). If you are not an organization administrator, please contact SO&L to be given access.
  In the dashboard, you will see on the left side a menu of options. Click Organizations. Select the student organization you need to update and then click the pencil icon in the top right corner. You can also save a draft under the dropdown next to the Submit for Approval button if you need to come back to it later. There are two ways to resume the submission to edit. 1) To do so from the home page in Hornet Hub, click the person icon at the top right, select profile, select responses on the left, click on the org reg form you need to edit. Or 2) go the dashboard of the club and next to the pencil you will see a black watch, click that for the most recent version submitted. If you click the pencil again you will be starting your edits over. Once finished, click the Submit for Approval so it goes to the SO&L queue for review
• Step 3 - Advisor Agreement: Upon submitting the Organization Registration, the faculty/staff advisor will also be sent an email at this time, which they must follow to complete the Faculty/Staff Advisor Agreement Form.
• 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 email 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 Agreement Form (CAF): (Only for groups wishing to receive or spend money) Once your organization has been approved in Step 5, the Treasurer can submit an ASI Club Agreement to open a club bank account. Only officers who have completed the process in Step 1 and are listed on your Organization Registration may be listed on your CAF form. Info on how to complete the CAF and other Treasurer resources can be found at 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 group to be placed back into Transition in Hornet Hub, the group would make the changes, and the club submission would be re-reviewed.

Please note: all student organizations are placed into Transition in August to complete the annual renewal required of all clubs.