Temporary Registration Status is designated for groups who want to hold one interest meeting in a University facility to determine if there is interest on campus for the group, to develop plans and goals, recruit members, and/or complete the registration process. Temporary status may be obtained after completing the Intent to Register form and after gaining initial approval by an Activities and Programs professional. Note: Temporary Registration Status is limited to 30 calendar days. Once the Temporary Registration Status has expired the organization must wait one calendar year to re-file an Intent to Register form.


Criteria to become a Registered Student Organization

Complete the paperwork required for registration, including the following:

• The Student Organization Registration Profile stating the purpose of the organization

• The constitution and/or by laws stating the structure and operational procedures. This will be a process where the operating procedures will be developed over a series of meetings. This will help increase the likelihood that the organization will be able to continue as a vibrant part of the campus community. The constitution must be updated or reviewed at least every five years or whenever a change has occurred.

• The organization must submit a Student Organization Registration form annually, containing six signatures of the current officers and/or other responsible members (these must be full time matriculated undergraduate students), and the name and signature of the organization's University Advisor who must be a full time member of the University's faculty or professional staff.

• In the case of a religious group, you must also include the name of a religious Advisor. This Advisor must be a religious professional who is credentialed by a regional or national body. Religious professionals should contact the Religious and Spiritual Life Concerns Caucus while pending RSO application is processed. The religious professional is encouraged to become a member of the University Religious Leaders' Organization once final approval is obtained.

Must be a viable, functioning organization, composed of six full time undergraduate students.

May not discriminate on the basis of race, creed, color, gender, age, religion, national origin, veteran, handicap status, or sexual orientation. Organizations that have selective membership must become part of Fraternity and Sorority Life.

The purpose and goals of the organization are defined and support the educational mission and developmental goals of the University.

Agrees to adhere to all policies and procedures of the University and all local, state, and federal laws. Members need to become acquainted with policies and procedures in the Official Student Handbook (http://www.udel.edu/stuhb/) and other policies and procedures provided by the University.

Registered Student Organizations must assume responsibility for all debts and obligations to the University incurred by the organization.


Re-Registration

• At the beginning of every fall semester, a Registered Student Organization must re-register with the Activities & Programs Office (218 Trabant University Center). The organization must complete the Student Organization Re-Registration form. A new Registration Profile and or constitution needs to be re-submitted if the organization has changed its purpose, structure, or if the operation of the organization has been further clarified.

• The organization must complete the Start of the Year and End of the Year packets in their entirety before it can be re-registered.

• The president of the Registered Student Organization must complete the mandatory presidents training every fall semester. If a new president is elected in the winter or spring semester, they must complete the presidents training session offered in the spring semester.

• The treasurer of the Registered Student Organization must complete the mandatory treasurers training every fall semester. If a new treasurer is elected in the winter or spring semester, they must complete the treasurer training session offered in the spring semester.

• Organizations will not be approved for re-registration if they have outstanding debts or have not completed the steps above.

• Organizations identified as "Recreation" must follow the steps above by completing the specific "Recreation" version of the forms. Additional steps must also be followed:

• Each member of the organization must file an Agreement to Participate form with the Activities & Programs Office

• Recreation Advisors are subject to approval and should be experienced in the activity of the group

• Additional policies and procedures in the Rules of Play must be read and understood prior to registration

Registered Student Organizations may not use the name "University of Delaware" as part of its own name except to describe its location (for example, the Outing Club at the University of Delaware). Exceptions to the policy may be made only if the organization is authorized to officially represent the University. The organization may state that its membership is comprised of students, faculty, and or staff of the University, but shall not indicate or imply that it is acting on behalf of the University. Events or activities may not be advertised or promoted in a manner to suggest that they are sponsored or endorsed by the University.


Membership Status

Membership status in a Registered Student Organization is limited to full time matriculated undergraduate students enrolled at the University of Delaware. A matriculated student is defined as one who has been admitted to a degree program, is registered for the current semester, and who has paid all fees including the Student Comprehensive Fee. Registered Student Organizations may have faculty, professional staff, part time students, and graduate students who attend meetings and events; however, the following activities are limited to the full-time undergraduate students:

Activities Limited to Full Time Undergraduates

• Registering the organization with the University of Delaware

• Holding any office position in the organization

• Voting in any organization election of officers, programs, or policies

• Representing the University of Delaware

• Reserving University facilities on behalf of the organization

• Requesting University services for the organization

• Staffing tables or distributing materials on campus on behalf of the organization

• Soliciting funds on behalf of the organization. Registered Student Organizations may solicit funds only with approval of the Assistant Director of Student Centers Event Services

• Participating in any activity sponsored by a Recreation Student Organization

All Registered Student Organizations are required to have a University Advisor chosen by the organization from among the full time faculty or professional staff. In some instances, the Advisor is appointed by the University. Please refer to the Advisors Handbook for complete information regarding the University Advisor.

The general purpose of the University Advisor is to encourage continuity in programming and to assist the organization in a manner consistent with the policies of the University. Specific duties shall be agreed upon by the Advisor and the organization. As a general rule, the Advisor should counsel the organization in the exercise of responsibility, and be familiar with its program.

In carrying out their responsibilities, University Advisors shall be protected from liability in accordance with the policy on Indemnification of Directors, Officers, and Employees.


Affiliation with Other Organizations

Registered Student Organization may have affiliation with organizations (campus, local, national, and/or regional) inside or outside the University of Delaware. Organizations may also be subject to policies and requirements of a parent organization, provided that this relationship does not conflict with University policies, objectives, and activities.)


Privileges of the Registered Student Organizations

• Recruit members on campus

• Schedule use of University buildings, grounds, and equipment when they are available

• Publicize their activities through the Office of Public Relations, UDTV, WVUD, The Update, and the use of designated bulletin boards

• Utilize University services, including Graphic Communications, Central Stores, Dining Services, Campus Mail, Purchasing, Motor pool, etc. (Note: Charges are assessed for these services - please check with the Activities & Programs Office_

• Participate in Fall and Spring Student Activities Night, the activities fair which provides an opportunity to recruit new members and advertise activities

• Participate in leadership workshops

• Request funds from the Allocation Board (Note: This privilege is not available to Registered Student Organizations that represent a political party and is restricted to those of religious denomination)

• Solicit funds (including charging of admissions to programs and events) on campus for the support of organizational activities

It is strongly encouraged that student groups use University vehicles when traveling to off-campus events. Arrangements for Motorpool vehicles can be made by completing the following:

1. Check the availability of your requested date with Motor Pool, at least two weeks prior to traveling.

2. Obtain the appropriate forms from the Activities & Programs Office at least two weeks prior to traveling.

Infractions by Registered Student Organizations or University policy will be evaluated on a case-by-case basis by the Office of the Vice-President for Student Life or designee. Each violation will be considered fairly, and sanctions will be determined accordingly. Depending on the type of violation, the procedure for determining the appropriate sanction may vary. Cases may be brought before the Judicial System, University Police, Delaware Undergraduate Student Congress, Director of the Student Centers, handled solely by the Activities & Programs Office, or any other appropriate department. Sanctions also vary depending on the type of violation, the more severe the infraction, the larger the potential for suspension.


Release of Information

The request for record and information related to Registered Student Organizations will comply with the Family Education Rights and Privacy Act of 1974. A copy of the document is on file in the Records Office.


The Activities and Programs Office
218 Trabant University Center

The Activities and Programs Office can provide assistance to Registered Student Organizations. The area in which most groups need guidance is in planning an event. There are a variety of forms to be completed for most events held on campus. To avoid frustration and ensure success, one simply needs to follow established procedures. Activities & Programs provides resources for your organization so that it can be successful in its programming and activities. The best thing to do is to make an appointment to meet with an appropriate staff person.

The following support services for Registered Student Organizations are offered by the Activities and Programs Office:

• Advisement in management, programming, and other areas
• Current Registered Student Organization listing
• Resource referral (catalogs, materials, ideas, etc.)
• Treasurer's Training and financial Policy Advisement
• Leadership Training Workshops
• University Policies and procedure Information
• Work Request Authorization
• Internal Account Administration

Listed below are some helpful hints that will make following procedures even easier.

• Time Management: give yourself plenty of time when organizing an event.

• Reserving space: Look for a space at least 1 month before the event. Many groups reserve space a semester before.

• University Services: Motor Pool, Public Safety, etc. should be ordered at least 2 weeks ahead of time.

• Publicity: Materials to be printed should be prepared at least 1 month before posting.

• Office Visits: Offices are open from 8am to 5pm, however, try to avoid the lunch hour (noon to 2pm) and before closing (4pm-5pm). When you need to meet with an administrator try to make an appointment.

• Outlines: Make an outline and checklist of the steps involved to get the job done. If the list is long then delegate some portions to others. Make sure that one person keeps a master checklist, and follows up to ensure that all work is done. A missed detail can be devastating to an event.

• Signatures: Many activities need a number of different forms. Wait to get all forms and then seek approval signatures. This cuts down on the amount of "running around." Allow time to leave the forms for signature.

• Teach Others: The group cannot survive if only one officer knows how to accomplish tasks. Share information to make procedures easier for everyone. Groups can have a slow start because new officers have to "re-learn" information. Keep materials on file to serve as handy resources for members.

• Ask Questions: Never hesitate to seek help. Most complications with group activities arise from lack of communication and making assumptions. Ask for correct information, before you make assumptions. Ignorance is not a valid excuse for not following policies and proper procedures.

• Guidelines for how to write a Constitution
• Official Rules of Play for Sport/Recreation Registered Student Organizations