Frequently Asked Questions
The answers to questions you may have about Student Activities
Mary Graydon, Room 271
Senior Director, University Center & Student Activities
4400 Massachusetts Avenue NW
Washington, DC 20016-8118
The answers to questions you may have about Student Activities
Renewal of an existing organization: Student organizations are required to pursue recognition with the UCSA annually. To ensure student organizations have an opportunity to renew for the academic year, student organizations are offered two renewal periods:
For Early Renewal: Spring Semester mid March-early April
For Annual Renewal: Fall Semester September-October
Timeline for Annual Renewal:
* Media organizations- Monday, August 5, 2013- Tuesday, September 3, 2013
* FSL organizations- Monday, August 5, 2013- Tuesday, September 3, 2013
* SG/GLC departments & executive boards- Monday, August 5, 2013-Friday, September 13, 2013
Please click the yellow link below for information about the specific steps.
New Organization Registration/Recognition:Organizations that demonstrate that they are unique from any existing organization mission and purpose may seek first time recognition through registration. In addition, organizations that have not been active in the past two years may also use this process.
Timeline for New Organization Registration:
* Process is open: Tuesday, September 23, 2013-Friday, October 11, 2013
* Recognition notices sent by email by Monday, October 28, 2013
Please click the yellow link below for information the specific steps.
A note on Provisional Organization Status:The provisional student organization status is for student organizations that require additional time to organize, or were unable to complete the student organization trainings. During the time of provisional status, student organizations cannot engage in any financial transactions except fundraisers, and deposits, with University Center and Student Activities. Provisional student organizations cannot reserve space without the co-sponsorship of the governing body of the organization community they represent.
* For clubs, the American University Club Council (AUCC) Constitution and By-Laws
* For media organizations (except The Eagle), the Media Board
* For Fraternity and Sorority organizations, the Inter-Fraternity Council (IFC), Pan Hellenic Association (PanHel), National PanHellenic Conference (NPHC), FSL Expansion policy, and the FSL Minimum Chapter Standards
* For Student Government (SG) departments, the SG Constitution and By-Laws* For Graduate School Councils, the Graduate Leadership Council’s Constitution and By-Laws
Non-compliance with the renewal/registration process will jeopardize the continued status of the group at AU. Failure to provide information requested will result in organizations falling into provisional status. Failure to complete the annual renewal process will result in the forfeit of recognized status.Recognized Student Organizationswho do not complete annual renewal will lapse into provisional status, and must re-apply for official AU recognition during the next cycle. After two academic calendar years of non-recognized status, UCSA will deactivate the recognized status of the student organization. All funds generated by the organization will be made forfeit, and will serve as re allocated funds.
As a recognized student organization, you have privileges and benefits supported by the University. Some of these include:
* The ability to reserve meeting places on campus and to set up displays in various locations around campus.
* The University’s name and purchasing power behind your organization.
* The ability to apply for funding through the AUCC or other governing board.
* Advertising throughout campus.
* An email account for your organization with the AU domain name.
* Eligibility to participate in the Fall and Spring Student Involvement Fairs.
* Support and guidance in your program and event planning from an expert team of Student Activities staff members who are WONKs in their field.
* You may also have additional support from a national organization to help offset event costs, mitigate and manage risk and brainstorm programming ideas and opportunities.
* Management and support of an organization financial account through the University.
* Discounts through hundreds of University preferred vendors to meet the needs and demands of most student organizations.
Yes. Each organization has a student activities appointed staff member that serves as an advisor as well as at least one organization selected faculty, staff or alumni advisor.
Selecting a faculty, staff or alumni advisor is an important decision. Talk with your group about your expectations for an advisor. Make a list of potential candidates and speak with them. Let them know your expectations and talk with them about whether they are interested. Don't put them on the spot and insist they let you know immediately; instead, suggest they take some time to think about it.
At the beginning of each academic year, sit down with your faculty, staff or alumni advisor to:
* Discuss your organizations expectations and plans for the upcoming year
* Highlight things with which you would like their advice or assistance
* Give them updated contact information and any concrete dates you have planned for the upcoming year
Make sure they know how to get in touch with you. In addition:
* Talk about how frequently you will remain in touch and make plans for your next meeting.
* Keep them in the loop on your organization's plans and ideas.
* Some organizations like to send update emails, others set up weekly or monthly meetings and others call on a regular basis. Use whatever method works best for you and your organization – but keep your advisor current!
Yes. First, make sure you understand Student Activities policies and procedures. Take the time to ask questions and share ideas or concerns with your Student Activities advisor. The more your advisors know about your organization and your organization's activities, the better they are able to help you. Another important thing to remember is that the earlier you share your plans with your advisor, the more helpful they can be. They can often make events come together if they have advance knowledge of the activities. With less time, it becomes more difficult.