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Section 1: About Recognition
What is the difference between annual renewal, registration, and recognition?
Annual Renewal is the process that all organizations go through once a year to maintain their recognition through the University Center
and Student Activities. This process may include steps such as reviewing the organization’s governing documents for updates, renewing a
volunteer advisor agreement with a faculty or staff member, in-person or online training, and updating general and executive board
rosters.
Registration is the process that all organizations go through to achieve their initial recognition. This process may include steps such as
creating the organization’s governing documents; meeting with the organization’s governing body to understand available support and
funding structures, finding a volunteer faculty or staff advisor, in-person or online training, and recruiting and training general and
executive board members.
Recognition is the formal acknowledgement by the University Center and Student Activities of American University of a student
organization who has completed all steps of registration. Recognition is renewed once a year through annual renewal.
Recognized Student Organizations (RSOs) are eligible to apply for Student Activity Fee Funds provided they do not discriminate in
their membership or activities based on someone’s true or perceived race, color, religion, national origin, sex, age, sexual orientation,
gender identity and expression, disability or any other basis under federal or local law.
Student organization may maintain only one bank account for the organization through Student Activities. Recognized Student
Organizations may not have accounts with any other on campus office or department or an off campus bank or financial institution
unless granted permission to do so by University Center and Student Activities.
The recognition process has been developed to assure accountability and transparency in all UCSA Student organizations, and to provide
the university community an accurate listing of active student organizations. Recognition does not mean the university supports or
adheres to the views held or the positions taken by recognized student organizations. The organization and its officers are responsible
for all programs, actions, or commitments made on behalf of their organization, including their debts. AU is not liable for debts incurred
by the student organization. Responsibility for any action which violates federal, state, local laws and ordinances or university policies is
assumed by the individual group’s officers and members. To be eligible for recognition, student organizations must meet the following
criteria:
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Comply with all applicable American University policies
Demonstrate non-duplication of a mission or purpose of previously recognized AU student organization.
Articulate objectives and goals, which include:
o Funding plans for stated goals, projects, or publications
o A plan for sustainability beyond an annual recognition cycle
Provide names and contacts for officers and members who are currently enrolled at American University
Adherence to the University's non-discrimination policy
Demonstrated benefit to the members, campus, and/or wider community, as expressed in the Purpose of your Constitution
Demonstrated need for recognition based on benefits provided to student organizations at American University
Any non-AU affiliated external partner must submit a draft of a memorandum of understanding that identifies the nature of the
relationship with the proposed student organization.
NEW CLUB REGISTRATION
Interested in starting a new club on campus? To be officially recognized as a Registered Student Organization by American University,
your club must go through the New Club Registration Process. This process is rolling and so your club can become recognized at any
time! Information about the new club registration process can be found on the Student Activities web pagehttp://www.american.edu/ocl/activities/Student-Organization-Renewal-and-Recognition.cfm
ANNUAL CLUB RENEWAL
Already a club on campus? Be sure to renew your club EVERY Spring, to remain a recognized Registered Student Organization.
This process includes 2 important steps:
1. Renewing your organization on the SON system www.american.edu/son , and
2. Attending the necessary trainings needed to be a successful club! All student clubs MUST be renewed by the end of every spring
semester.
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ABOUT STUDENT ACTIVITY FEE FUNDS
Recognized Student Organizations (RSOs) are eligible to apply for Student Activity Fee Funds provided they do not discriminate in
their membership or activities based on someone’s true or perceived race, color, religion, national origin, sex, age, sexual orientation,
gender identity and expression, disability or any other basis under federal or local law. Check out AU Club Council’s
Website, www.auclubcouncil.com, for more info on requesting funds.
***25 Live Trainings are no longer required to become a Recognized Student Organization. If a recognized club wishes to have access to
25 Live, they must still attend a separate training, once they've become recognized. For more information, please
visit www.american.edu/spacerequest .
Section 2: Club Lifecycle Checklist
BEGINNING OF THE ACADEMIC YEAR
A time of coming together for new and returning members, the period of uncertainty; group members want to know what is going on,
and what is expected of them. This is the time when organization leaders define the procedures; organizes goals & objectives; and
announces the beginning of the group’s work.
A. Get your team oriented: Define & structure procedures for meetings and programming.
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Club Renewal or Club Registration
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Meet with your Club Advisor-Update all executive board member contact information- Update your organization
information to ensure proper contact information.
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SON Account review- www.american.edu/son
When new officers are elected/changes occur, the club has selected a new Volunteer Advisor, or any contact information
changes, be certain to update your SON club account records.
B.
Build consensus early and often. Ensure e-board and new members share a vision for success
Brainstorming & Values Clarification
1. What does your club stand for?
2. Does the team have a consensus and an understanding about the mission of the club?
3. What is the challenge your team chooses to take on this semester? (Recruitment, Fundraising, Outreach…)
4. Discuss & assess aspects of programming from the previous year: what has worked, and what needs improvement?
C.
Get your team acquainted: Host e-board meetings, general member meetings, and tabling sessions to generate connection and
attention for club programming.
DURING THE ACADEMIC SEMESTER
Discovering the dynamics of the team, building the executive board, searching for boundaries, and becoming acquainted with one
another; the group members establish and confirm the goals, and/or procedures of the club.
A. Confirm consensus: make sure your club leadership is committed to agree upon goals and objectives. Be sure to review and revise
your goals and objectives regularly with not only your executive board, but also your general members
B. Ground rules and guidelines for team/club Communication: Establish healthy group behaviors for communication and
programming.
C. Get to know your team: Assess the strengths and weaknesses of your team members.
D. Have Fun with your programming!
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TRANSITIONS BETWEEN SEMESTERS
Student organizations experience transitions of student leaders at all times during the year. Most transitioning occurs during annual
election or application periods. However, student leaders are first and foremost students. Therefore, student organizations need to be
prepared to carry forward efficiently and quickly with new leadership when the time arises.
A. Know your constitution and by-laws: By understanding your governing documents your organization will be able to handle
elections and mid-term transitions smoothly
B. Create transition binders: If your organization does not already have transition binders for your key student leadership
positions, now is the time to create them. If you already have them, make sure that your student leaders are updating them
throughout the year to keep them current and ready to pass along to new executive board members easily.
C. Connect the old and the new: Encourage new and old executive board members to spend at least one meeting together to
debrief and share knowledge, history and expectations. Be sure to exchange contact details to ensure open lines of
communication if the need arises.
D. Meet with your advisors: Your volunteer advisor and your UCSA advisor are excellent sources of organizational history and
support during transitions and year round. Don’t hesitate to setup regular meetings to ensure that all student leaders are
getting the best support they can.
INACTIVE STATUS
Inactive Student Organization Status
Inactive student organization status is for student organizations that require additional time to organize, or were unable to complete the
student organization training. During the time of inactive status, student organizations cannot engage in any financial transactions
except fund-raisers, and deposits, with University Center and Student Activities. Inactive student organizations cannot reserve
space without the co-sponsorship of the governing body of the organization community they represent.
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For clubs, the American University Club Council (AUCC) Constitution and By-Laws: Contact the AU Club Council for more details at
outreach@auclubcouncil.com. Please visit the AUCC web page at auclubcouncil.com .
DEACTIVATED STUDENT ORGANIZATIONS
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 Organizations who 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 nonrecognized 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.