J. Wayne Reitz Union
Educating Leaders for a Global Community
Students wishing to start a new organization must register the organization with the Center for Student Activites and Involvement in order to take advantage of the services and resources available to student groups. Starting an organization is simple. The group must:
After the last day of classes in the summer term (August), the Center for Student Activites and Involvement will deactivate all student organizations. A deactivated organization will not be able to function as a student organization. There is no deadline for re-registration, however, an organization must be registered to operate on campus. This includes receiving funds disbursed from Student Government, reserving space on campus or getting a permit to table or hang a banner. The intent of this rule is to ensure that we have accurate contact information for each group.
* if an organization has remained inactive (has not been registered with the CSAI) for three or more years, the group must complete the registration process as a new organization.
It’s easy! If there has been a change in officers for the President, Treasurer OR Faculty advisor positions, you must pick up a Change of Officers form from the CSAI or download it here and turn it in to the CSAI. CSAI staff will then reset the President’s online update access, which will remain active for 72 hours or until the update is completed (whichever comes first).
If there is a change in officer positions other than President, Treasurer or Faculty Advisor or if you need to update meeting times, locations, contact, etc., the President should contact the CSAI to reset his/her online update access.
Instructions on how to use register an organization on the involvement website can be found here.
The UF Computing Help Desk can set your organization up for a website and e-mail address, but they will only work with the organization president, as listed on the Involvement website. You can visit the UF Computing Help Desk at their new location in the HUB next to Starbucks. You can also call 352-392-HELP(4357) or email them at helpdesk@ufl.edu
A constitution doesn’t have to be cumbersome or hard to write; there are basic requirements for all constitutions, as indicated in the constitution guidelines form on the Involvement website. If you have an existing constitution, follow the amendment procedures outlined in your constitution. New and revised constitutions must be submitted to the CSAI for final approval. All constitutions are maintained in the organization’s file in the CSAI; if you don’t have a copy of your constitution, check with us.
Office space in the Student Organization Resource Center is very limited; twenty-five groups have offices and 13 have cubicle space. Applications for space are available early in the Spring semester, and reviewed by the Reitz Union Board of Managers Space Committee who will make a recommendation to the Board of Managers. In making the space allocations, the committee takes into consideration the needs of the organization, the amount of programming and/or service it coordinates and its impact on the UF community. Allocation of space is only granted on a one academic year basis, from Summer-Spring. All groups must reapply for space each year.
The CSAI has 60 mailboxes available for student organizations. Applications for mailboxes are available early in the Spring semester and the Reitz Union Board of Managers makes allocations based on demonstration of need. If you would like to be on a waiting list for a mailboxe, contact the CSAI with your name, organization, e-mail and phone number.
Yes. Faculty advisors are a great asset to your group, and help with organizational maintenance and growth. All student organizations (including social fraternities and sororities) must have a faculty advisor. A faculty advisor must be a full-time, salaried employee at the University of Florida who will not be on leave of absence during any time of his/her term. Your organization’s constitution has the faculty advisor’s selection process and duties in it, so keep a copy handy.
Each organization is responsible for finding its own advisor, and although we cannot connect with one, we can offer tips:
It is important to keep in mind that your advisor should be one who shares the ideals and values of the organization. Simply selecting an advisor without first discussing the organization’s mission in detail could result in conflict later. Also remember that serving as an advisor requires an extra time commitment on his/her behalf. Don’t pressure or mislead anyone into doing something that he/she is not truly committed to.
It is pretty easy…
Table space at various locations on campus may be reserved. There are designated locations at:
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These spaces may be used for fundraising activities in compliance with University guidelines, information distribution and membership recruitment. Organizations requesting table space (for anything except a fundraising activity) must submit a program planning form no later than 5 business days in advance and no earlier than 20 school days in advance. Student organizations may not reserve this table space for more than 10 days in a month. Table space for fundraising activities requires a Program Planning Form at least two weeks in advance.
For table space at the Reitz Union, organizations must also submit a request for tables to Reitz Union Event Services, 101 JWRU, no later than 5 business days in advance. If you reserve table space anywhere EXCEPT the Reitz Union and Turlington Plaza, you are only reserving the space. If you do not own your own tables you will need to contact the Office of Student Activities to rent tables and chairs. The rates are affordable and can be found at http://www.ppd.ufl.edu/currentrates0607.htm#TC. If you are tabling at the Reitz Union tables and chairs are provided and set up for you at no cost.
A great way for student organizations to recruit members is to participate in the Student Organization Fair (SOF) sponsored by IDEAL, which is held over a two-day period at the beginning of each semester. Look for information about SOF in the Center for Student Activites and Involvement or by e-mail on the Student Organization Listserv.
Another way to recruit members is to post fliers and/or send e-mails about your organization to various listservs making certain to consider who will be exposed to the information—for example, if you are a business organization, advertising to business students would be an important consideration.
Finally, word of mouth is the most effective way to recruit members. Talk to students in your classes and in your residence hall and encourage all members of your organization to do the same.
The best way to help your student group have a successful year is to do adequate training. Fortunately, there are many resources to help you with this:
The Americans with Disabilities Act requires that reasonable accommodations are provided for persons with disabilities. Plan to hold your meetings in rooms which are accessible, such as Reitz Union meeting rooms or some UF classrooms.
If you are holding a program open to the public, the Office of Student Activities staff can assist you with planning for students with disabilities. It is required for all programs presented by SG funded student organizations and recommended for all other registered student organizations that ALL publicity and other written materials such as press releases have information about how persons with disabilities can request accommodations. The correct information and further assistance can be found in the OSA and in the student organization handbook.
There are a number of university policies to remember if you want food at a meeting or program:
To get more information about food and your program, please contact the Office of Student Activities to meet with a staff member.
The University of Florida has very strict policies concerning fundraising on campus, and there are several activities that are prohibited, such as:
A program planning form must be completed for your fundraiser at least two weeks before the event. All of the proceeds must go to charitable, educational or philanthropic purposes. (i.e. you can not have a fundraiser to raise money for your holiday party). For more information about planning your fundraiser, contact the Office of Student Activities to speak with a staff member.
If your organizations is having an on-campus event, you MUST have a permit from the Office of Student Activities. Permits are obtained by submitting a Program Planning form, which is an online form you use to provide OSA staff with information about the event. Each organization President should determine which officers can "permit." When completing the online update, the President will have the choice of selecting a checkbox for each officer to give them permitting permission.
If you have been designated permitting permission by your president, you can login to the Involvement website to submit a program planning form. (Note: you will first be prompted to complete the permitting tutorial). OSA staff will review the program planning form, and contact you if "tentative approval" has been given. You may be asked to print a paper form and obtain signatures from various campus individuals. Once all signatures are obtained and the form is turned in to the OSA, your permit should be ready within 2-3 days.
Instructions for accessing Program Planning forms on the Involvement website, click here.
Banner space can be reserved no more than twenty (20) school days before the day the banner is to be hung. A student group may reserve a maximum of five (5) days of banner space per month. The organization requesting banner space is responsible for the erection and removal of, and any damage caused by the banner. There are material and size restrictions for banners, so please review the Banner Policy before purchasing a banner.
To reserve banner space, visit the Office of Student Activities on the 3rd floor of the Reitz Union (room 330) and fill out a reservation form.
One of the most fun and rewarding things to do as a student organization is to present a program. Program planning involves a lot of details and some university rules may complicate it even more. Here are some hints:
* Remember, all programs must have a permit from the Office of Student Activities.
Printed advertisements such as posters or flyers may be posted on any public bulletin board without prior approval, can be passed out on a one-on-one basis or can be given to dinning facilities to be placed in table tents.
Advertisements may not be posted on walls, trees, the floor, vehicles, garbage cans, in bathrooms, in classrooms or using adhesives of any kind. You also cannot leave a stack of fliers in offices, dinning facilities, classrooms, etc. without permission from the respective office. For more information about the university policies regarding printed materials, check out the student organization handbook.
In order to hold an elected or appointed student office in a student organization or student government group, a student must:
Each semester the eligibility of all listed officers for your organization will be verified according to the criteria stated in University of Florida rule 6C1-4.003. http://www.generalcounsel.ufl.edu/Rules/Chapter%204/4003.pdf. Please note: Officer ineligibility may result in the suspension of your organization.
While it is not done often, the University may suspend an organization for a number of reasons, including (but not limited to):
If the organization is suspended for ineligible officers, the group must select new officers and contact the CSAI to activate thePresident's online access login and password to update the new officers on the Involvement website. Once the update has been made, contact the CSAI to notify them of the changes. If the ineligible officer would like to appeal his/her status of ineligibility, an appeal form can be completed and turned in to the Dean of Students office.
If the group is suspended for outstanding payments, simply pay the outstanding bills and have the collecting office notify the CSAI.
For all other suspensions, meet with a staff member from the Center for Student Activites and Involvement to discuss your options.
