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Managing Your Organization


Services Available to Organizations

There are a number of campus services available to registered student organizations through the Center for Student Activities and Involvement:

Organization List (Center for Student Activities and Involvement, 392-1671) Center for Student Activities and Involvement provides a list of all registered student organizations on the involvement website. This list includes the name of the organization, office location and phone number (if applicable), and the name, phone number and e-mail address of the primary contact. Organizations are automatically listed when they register with the CSAI

Student Organization Officer Training (Center for Student Activities and Involvement 392-1655) A very important step in the registration process for the officers is the Student Organization Officer Training. Student Organization Officer Training requirements vary on the type of registered student organization. This is an opportunity for officers to learn how to use the resources available to them, learn University policy and procedures, to meet and exchange ideas with other officers, and to gain leadership knowledge. For dates and/or more information, please contact the Center for Student Activities and Involvement at 392-1671.

Organization Workshops (Center for Student Activities and Involvement 392-1671) IDEAL sponsors workshops throughout the fall and spring semesters for all student organization officers. These workshops teach valuable leadership skills to help your organization become more successful. Schedules are available in September. IDEAL can be contacted at ideal@union.ufl.edu and information can be found on the IDEAL website.

Student Organization Fair (Center for Student Activities and Involvement 392-1655) During the first few weeks each semester, IDEAL sponsors the Student Organization Fair to promote campus activities to students, faculty and staff. Organizations are invited to sponsor a table at the fair to recruit new members and support. The fair has a history of over 100 organizations participating per semester. Information is sent to Presidents and Faculty Advisors during the summer with registration information and may also be accessed on the IDEAL website.

Tip Sheets (Center for Student Activities and Involvement 392-1655) If your organization is looking for assistance in fundraising ideas, completing elections, conflict resolution, or motivating members, IDEAL has Tip (informational) sheets located outside of their office in the Center for Student Activities and Involvement (308 JWRU)

Student Government Funding (Student Government 392-1665) Over eighty student organizations received funding from Student Government during the 2005-2006 academic year. All registered student organizations can apply for SG funding, however, certain guidelines must be followed. To learn more about SG funding and determine if your organization is eligible to receive SG funds, contact Student Government at 392-1665. See also SG Finance

Mailboxes (Center for Student Activities and Involvement 392-1671). Mailboxes are available for organizations to receive on and off-campus mail. These mailboxes are located in the Student Organization Resource Center, 300 JWRU, and are accessible when the Student Organization Resource Center (SORC) is open. (Check the Involvement webpage at www.union.ufl.edu/involvement for office hours.) Applications for mailboxes are available early in the Spring semester. If your organization has a mailbox in another location on campus, please inform the Center for Student Activities and Involvement to be included in the On-Campus mailing list for reminders of events and deadlines.

Technical Support(Audio-Visual Support, 392-1655) For events held on campus, lighting and amplification services are available from Tech Support, for a nominal fee. A minimum of ten (10) working day notice must be provided. Guidelines and Tech Request forms are available in the Office of Student Activities, 330 JWRU, or on the Tech Support webpage

Involvement Website (Center for Student Activities and Involvement 392-1655). This web page includes a list of all currently registered student organizations, forms required for organization registration, Handbook for Student Activities and Organizations, and the online program planning form.

Space(Student Organization Resource Center 392-1671) There are a number of offices, cubicles, mailboxes, and storage cabinets in the Center for Student Activities and Involvement in the J. Wayne Reitz Union which may be allocated to student organizations, by the Reitz Union Board of Managers. Announcements about the application process for office space are advertised early in the spring semester. The application process begins in January for the office space availability no earlier than April. The Space Committee of the Reitz Union Board of Managers evaluates the applications (written and sometimes verbal presentations) and makes recommendations for allocation to the J. Wayne Reitz Union's Board of Managers.

Classic Fare Catering( 118 JWRU, 392-3463) Classic Fare Catering is required for any function with food held in the Reitz Union. Student Organizations are offered two ways of ordering food:

  1. A reduced cost limited menu that can be ordered in advance and delivered to the Reitz Union Information desk.
  2. The full catering menu which can be used for service in the Union or at any location.

Classic Fare Catering also offers food scholarships for any student organization hosting or producing an event which benefits the campus community.

Registered Student Mailing Labels Student groups wanting labels for mailing to individual students may request them through the Dean of Students Office in 202 Peabody Hall (392-1264). There is a fee for the labels. A form will need to be filled out, including contact information for the requesting student and an agreement to follow University rules in using the labels. Please note that requests for labels based on ethnicity or religion cannot currently be honored.

The Office of the Registrar will notify the contact person for the organization, verify the cost (overview below), where to pick up the labels and the payment process (bringing a check made out to the University of Florida and a picture ID, preferably a Gator 1 Card). Note: only the contact person will be able to pick-up the requested data. You will be provided a receipt with the labels.

Students should be advised that once the request is processed, their organization is liable for the costs. If materials are not picked up, no new materials may be requested until the previous order is paid.

Officer Eligibility

  1. The following are minimum eligibility requirements for any student to hold a leadership position in an officially registered student organization at the University of Florida. Student organizations are encouraged to consider higher requirements if appropriate for their specific group. In order to hold an elected or appointed office in a student organization, a student must:
    1. Be enrolled in a degree-seeking program at the University as an undergraduate, graduate, professional, or postgraduate student. Postgraduate student shall include enrollment as a post-baccalaureate student
    2. Meet requirements for full-time registration and academic standing described below:
      1. Undergraduate students must be registered for twelve (12) credits in the Fall and Spring semesters, have a minimum 2.5 cumulative academic average and cannot have an academic warning or be on academic probation
      2. Graduate and professional students must meet the requirements for full-time status for the graduate or professional program in which they are enrolled, or be registered for eight (8) credits if appointed to a half-time graduate assistantship, or nine (9) credits if appointed to a one-third time graduate assistantship. Graduate and professional students must also have a minimum of 3.0 cumulative academic average, or at least the minimum grade point average required to remain in good standing with the graduate or professional program in which they are enrolled, and otherwise be in good academic standing
      3. Postgraduate students, including post-baccalaureate students, must be enrolled for at least twelve (12) credits. Postgraduate students may not hold an office in a student organization for more than one semester while in postgraduate status.
    3. Correspondence courses will not be considered for (a) or (b) above. Students will be allowed to enroll for one in-residence course at another college or university and have those credits count toward full-time status only if that course is a required course and is either not offered at the University in the current semester, or is full during that semester. The foregoing provision may only be used by a student for one semester, and the student must present documentation from the academic department showing the course was either not offered at the University or was full as described above
    4. Have no late or delinquent obligation for fees or other late or delinquent debts owed to the University
    5. Be free of conduct probation
  2. Notwithstanding subsections (2)(a) and (b) of this regulation, students in the last semester before graduation are eligible for participation in campus activities if they are enrolled for the required number of credits needed for graduation that term.
  3. Students who otherwise meet the requirements of subsection (2) (a) and (b), but who have received approval from the Dean of Students’ office to have a reduced course load due to a registered disability, are eligible to hold leadership positions in student organizations as described herein.
  4. Students not meeting the eligibility requirements as outlined in this policy will be required to relinquish their office. If a student no longer meets the eligibility requirements, he or she must notify the faculty/staff advisor and the highest ranking officer in the organization other than the student, in writing of the student’s ineligibility at the time he or she becomes ineligible. If, however, the ineligibility is due to the student’s cumulative academic average, the student is required to notify the Center for Student Activities and Involvement prior to the first day of classes of the next semester. Appeals of this policy must be filed within ten (10) days of when the basis for the ineligibility occurs.
  5. The Dean of Students Office shall conduct eligibility checks for each of the student positions outlined in section (7) each term. Students not meeting the eligibility requirements will be notified by the Dean of Students Office that they must relinquish their offices. Appeals of any such notice must be filed within ten (10) days of the date on the notice and will be heard by the Student Activities Appeals Committee, chaired by the Dean of Students, and consisting of staff from the Reitz Union, the Department of Housing and Residential Education, an academic advisor, and two students appointed by the Student Body President.
  6. Elected or appointed student leadership positions to which this regulation applies are student leadership positions in student organizations that are all-University in their scope and responsibility. A list of these organizations is available in the University of Florida Center for Student Activities and Involvement.

Specific Authority: BOG Resolution dated January 7, 2003
History--New 9-29-75, Amended 1-28-80, 3-25-85, Formerly 6C1-4.03, Amended 4-30-95, 5-1-96, 6-28-98, 1-19-03, 6-15-07.

Constitution and Bylaws

All registered student organizations are required to have a constitution that meets the Constitution Guidelines on file with Center for Student Activities and Involvement. A constitution is a document that defines the long-term purpose of the organization and the structure of the organization. The approval process usually takes about three weeks for new organizations’ constitutions and about one week for updates to previously approved constitutions. A file on each organization is maintained by the Center for Student Activities and Involvement and is available for review upon request through a public records request. This file contains a copy of the organization's current constitution, past officers' information sheets, as well as any official correspondence from the University to the organization.

Suggested References

Robert, Sarah Corbin, (1970). Robert's Rules of Order, Newly Revised. Scott, Foresman, Glenview, Ill.
Sturgis, Alice (1988). Standard Code of Parliamentary Procedure. Mc-Graw-Hill, New York.


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