Student Organization Re-Registration

Section Menu

All UTC student organizations are required to complete re-registration annually to maintain active status and campus privileges. Please find requirements for student organizations and re-registration below. Questions about the re-registration process for returning organizations can be directed to Laura Petrus in the Office of Student and Family Engagement at [email protected].

Note: Organizations that have not completed the re-registration process within 2 consecutive academic years are considered inactive and will need to register as a New Organization to regain active status. If you are unsure of your organization’s status and which process you need to follow, please reach out to the Office of Student and Family Engagement.

Eligibility Requirements for Returning Registered Student Organizations

Returning organizations are expected to maintain the following requirements annually:

Membership

All student organizations, including fraternities and sororities, are expected to maintain a minimum of five (5) currently enrolled UTC students as active members. Membership in registered student organizations shall be limited to currently enrolled students of the University. Accurate membership records must be maintained in the organization’s MocSync page. Organizations will be required to update their MocSync roster to upload into the re-registration form using the steps outlined below in the Registration Resource Guide.

Regular membership in registered student organizations shall be open to all full-time or part-time UTC students. Additional membership requirements are left to the discretion of the individual organization if they do not violate University, local, state or federal laws or guidelines.

Constitution and Bylaws

All student organizations are required to present an up-to-date constitution/bylaws. You will be asked to attach a copy during the annual organization registration process. Fraternities and sororities may be required to submit the equivalent from your national affiliates or other pertinent information. The constitution/bylaws attached in registration will be automatically added to the Documents section of your MocSync page and will be visible to all users.

The constitution must contain the following information:

The name of the organization
A statement of purpose for the organization
Membership eligibility requirements
A listing of officers by title and any special functions of the officers/positions
A statement of the terms of the officers and the time and methods for election
Frequency of meetings
A statement detailing any membership dues, including the amount and frequency of payment and provision for the disposition of any funds (in the event of dissolution of the organization)
Provision for the faculty/staff advisor(s)
A dissolution clause
Any other provision relating to the purpose and function of the particular organization

A constitution template can be found in the Student Organization Manual.

Faculty/Staff Advisor

All registered student organizations are required to have an advisor. Any full-time UTC faculty or staff member may serve as an advisor for a student organization.

Exception: Organizations recognized by UTC as a Fraternity/Sorority or a Campus Ministry may have an off-campus advisor in lieu of a UTC faculty/staff advisor if said advisor is appointed by their inter/national headquarters/governing entity. Documentation of appointment may be requested prior to granting this exception. If a Fraternity/Sorority or Campus Ministry does not have an appointed off-campus advisor, they must have a UTC faculty/staff advisor.

Re-registration Requirements for Returning Student Organizations

The re-registration process and deadlines for the 2023-2024 academic year are outlined below. All steps are required to complete the re-registration process:

Step 1: Review the Student Organization Re-Registration Form Resource Guide

Prep for re-registration by reviewing this guide located further down on this page. This guide is designed to help you prep for the information that will be requested in the re-registration form in MocSync.

Step 2: Submit the Student Organization Re-Registration Form in MocSync

The deadline to submit the re-registration form is 11:59 p.m. on March 31, 2024.

Only specific officers within the organization’s MocSync page will have access to submit the re-registration form. If you need assistance getting appropriate access, please reach out to your organization advisor or email Laura Petrus in the Office of Student and Family Engagement at [email protected].

Note: faculty/staff advisors will not have access to re-register the organization. Re-registration should be completed by the student leaders.

Once submitted, the Re-Registration Form in MocSync will remain PENDING until all other re-registration requirements are completed. Once the re-registration process has been completed in full, the re-registration form will be Approved.

Step 3: Have your advisor complete the 2023-2024 Student Organization Advisor Verification Form

Each UTC faculty/staff member listed as an advisor will be required to complete the 2023-2024 Student Organization Advisor Verification Form for each organization they advise. The verification form serves as confirmation from the faculty/staff member that they have agreed to serve in the role of organization advisor for that year.

Note: This step is NOT required for fraternities/sororities and campus ministries that have been granted an exception to the faculty/staff advisor requirement.

Step 4: Attend a RSO Info Session

Deadline to attend an RSO Info Session is 5 p.m. on Monday, April 22, 2024

The President or Vice President for each student organization must attend an RSO Info Session during the 2023-2024 academic year.

RSO Info Sessions will review campus policies/procedures, resources, and an overview of MocSync management tools. Click here to view the list of upcoming RSO Info Sessions. Pre-registration is required for each Info Session as space is limited. Info sessions will be held regularly throughout the academic year and will be added to that list as they are scheduled.

Student Organization Re-registration Deadlines

Priority Registration Deadline - August 31, 2023: Organizations who completed registration during the 2022-2023 academic year will maintain active status and campus privileges through August 31 while they work through the re-registration requirements. If an organization does not complete re-registration by August 31, they will be removed from active status and will lose campus privileges until registration requirements have been completed.
Re-registration Form Deadline - March 31, 2024: The final deadline to submit the re-registration form in MocSync to start the 2023-2024 Student Organization Registration process is Sunday, March 31 at 11:59 p.m. After this date, the re-registration form will no longer be accessible.
Final Deadline to Complete All Re-Registration Requirements - April 22, 2024: An organization that has started the registration process by submitting the re-registration form prior to the March 31 deadline will have until 5 p.m. on April 22 to complete all other registration requirements including the faculty/staff advisor verification form and the RSO Info Session.
What happens if I don't complete student organization re-registration?: If all re-registration requirements are not met by the April 22 deadline, an organization will not have completed the re-registration process for the 2023-2024 academic year and will not be considered an active organization. An organization can regain active status once the registration requirements for the 2024-2025 academic year have been met.

Student Organization Re-registration Form Resource Guide

This guide is designed to prepare you for the questions and information needed to complete the 2023-2024 Student Organization Re-Registration Form.

This guide is specific to re-registration for returning organizations and may differ from the registration form for new organizations.

Note: Once submitted, the re-registration form will be "pending" until all other re-registration requirements have been completed. The form will be "approved" upon completion all requirements for 2023-2024 student organization re-registration. Changes you make to some areas in your form (profile, categories, constitution) won't appear live on your MocSync page until your form has been approved. Timely completion of all re-registration requirements will minimize this delay.

Accessing the Re-Registration Form

The re-registration form can be accessed through your organization’s portal in MocSync by going into your portal and clicking on "Manage Organization" on the upper right side. On the next page, you should see the prompt to re-register. Please note: only specific officers within the MocSync portal will have access to this form (i.e. President, Vice President, Primary Contact, etc). If you are the organization representative who is assigned to complete this process but do not see the form, please reach out to Laura Petrus at [email protected] for assistance.

In the re-registration form, organizations will need to update profile information, constitution/bylaws, and the roster of current members, including current officers.

If you have trouble accessing your MocSync portal or do not see your organization in MocSync, please contact Laura Petrus at [email protected].

Page 1: Instructions

The Instructions page will outline all requirements for registered student organization at UTC and briefly outline next steps to complete the re-registration process after the registration form has been submitted.

Page 2: Re-Registration FAQ Form

The Re-Registration FAQ Form asks form submitters to review and acknowledge their understanding of registration requirements, expectations, and consequences of not completing the registration process.

Page 3: Organization Profile

The Organization Profile page gives form submitters the opportunity to review and update the profile information currently listed for the organization in MocSync including:

Organization Description Summary – The description summary appears underneath your organization name on the main organization directory page in MocSync to give users a preview of your organization. There is a 254 character limit.
Organization Description – The description appears on the homepage of your organization’s page in MocSync and is an opportunity to give more details about your organization. Include information like your organization purpose, goals, membership requirements, etc. It can be as long or as short as you want. You can stylize text and add hyperlinks.
Social Media Links – Include the URLs/Usernames for any social media platforms your organization exists on and those applicable social media icons will appear on your organization’s homepage underneath your description. If there are social media platforms you have that aren’t on the list, you can add those to your Organization Description.
Organization Contact Information – Share any relevant contact information that exists for your organization, but make sure to pay special attention to the email address listed and update it as needed. It is not required to add a street address or phone number. The information listed here will appear on your organization’s homepage underneath your description.
Additional Information – This information will appear on your organization’s homepage and helps interested students learn more about financial and time commitments that may be expected if they are interested in joining your organization.

Note: Changes you make to your Organization Profile won't appear live on your MocSync page until your re-registration form has been approved. The form will be approved upon completion of all requirements for 2023-2024 student organization re-registration. Timely completion of all re-registration requirements is important to minimize this delay.

Page 4: Organization Categories

The Organization Categories page allows you to add/remove all categories that fit your organization. Categories helps interested students find organizations that fit their specific interests:

Academic
Diversity/Cultural
Faith-Based
Honorary/Honor Society
Political
Pre-Professional
Recreational
Service
Special Interest

The Assigned Categories column on the right has the categories already assigned to your organization. Select a category from the Available Categories column on the left to add a category to your organization. Select a category from the Assigned Categories on the right to remove the category from your organization.

Community Assigned Categories: There may be categories not included in the list above that are assigned to your organization. These are assigned at the community level to organizations that meet specific eligibility requirements (i.e. Student Media, Fraternity/Sorority, Campus Ministry, Club Sports). If you remove one of those categories, you won’t be able to add it back.

Note: Changes you make to your Organization Categories won't appear live in the organization directory until your re-registration form has been approved. The form will be approved upon completion of all requirements for 2023-2024 student organization re-registration. Timely completion of all re-registration requirements is important to minimize this delay.

Page 5: Student Organization Additional Information

The Additional Information page asks questions for our office to learn how to best support you. Questions include:

In what month does your organization expect to host officer elections?
What topics/areas would your organization be interested in receiving trainings or resources for?
In what way(s) would you prefer to receive trainings/resources?
Which one organization category best fits your organization?
Does your organization have an off-campus bank account?
What additional resources would your organization be interested in, if available.

Most questions have built in options to choose from with an “Other” option for you to add additional answers not currently provided.

Page 6: Organization Primary Contact Information

The Primary Contact Information asks for the information of main points of contact for the organization. Please be prepared to provide the following information:

Name and UTC ID of Organization President(s)/Primary Student Contact
Name and UTC ID of Organization Vice President(s)/Secondary Student Contact
Name and Email of Organization Faculty/Staff Advisor(s)

Club Sports will also be asked to provide the following information:

Name and UTC ID of Organization Treasurer(s)
Name and UTC ID of Organization Safety Officer(s)

Campus Ministries will also be asked to upload a list of your ministry staff with titles and email addresses using this template. Campus Ministries will be asked for the name and email address of the Primary Campus Minister(s) in lieu of the Faculty/Staff Advisor.

This page will not be visible to chapters in our Fraternity and Sorority Life community.

Page 6: Chapter Information (Fraternities and Sororities Only)

This page will only be visible to chapters in our Fraternity and Sorority Life community. This page asks for the following:

Chapter Information

Chapter designation
House address (if applicable)
Inter/national philanthropy/organization
Primary Chapter Advisor name, phone number, and email address

Chapter Roster Information

Must use this template
Executive Board: name, position title, UTC ID, email and phone number for each member of your executive board
Advisors: name, position title, email, and phone number for each of your advisors
Residents: name, classification, UTC ID, email, and phone number for each member that live in a chapter facility (as applicable)

Membership Requirements

How much are annual dues?
When and where are chapter meetings held?
What is the GPA requirement for active members?
How many service hours must each member complete per semester?
List of any other requirements members are expected to fulfill during the academic year

Page 7: Organization Roster Form

The Organization Roster Form requires for you to make needed updates to your membership roster in MocSync. Once updates are made, you’ll export your roster and upload it into the registration form. Use these steps below to make the necessary updates and prepare to upload your exported file. Uploaded files that do not meet what’s outlined below in steps 6 and 7 will not be accepted.

Navigate to the roster in your organization management tools
Remove past members by selecting the checkbox to the left of a user's name and then selecting End Membership at the top. You can multi-select and end memberships for multiple users within the same page.
Invite members not currently listed using the Invite People button in the top right of the page. Members previously send an invitation will be show on the Pending tab of the Roster where you can delete or resend invitations. Follow up with pending members to accept the invitation.
Manage any prospective members listed in the Prospective tab by approving or denying those requests. The users listed in the Prospective tab are users that have requested to join the organization.
Update officers using the pencil icon to the right of a user's name and selecting/deselecting a position (selecting will add a user to that position; deselecting will remove a user from that position). Positions can be added/edited using the Manage Positions button in the top right of the page prior to adding a user to a position.
Download your updated roster by selecting the Export Roster button from the top right of the page once all roster updates have been made. Your downloaded file can be accessed in MocSync by selecting on your profile circle in the top right corner of the screen and selecting My Downloads. Selecting the appropriate file "Report - Organizations Rosters" to download the roster to your computer/device.
Save and upload your exported roster from MocSync into the upload box below. Upload your exported roster as is. Please do not make any edits to the exported spreadsheet. Any edits needed should be made in MocSync prior to exporting the roster.

Click HERE for a visual guide with screenshots.

Page 8: Upload Constitution - Bylaws

On this page, you’ll need to upload the most recent version of your organization’s constitution/bylaws. Past constitutions/bylaws on file for the organization can be found in your MocSync page in the Documents section. Please look at the document date to make sure you’re pulling the most recent version of your file.

If you are a UTC chapter of a national organization, please upload your chapter's bylaws into this section. Your chapter bylaws should be more specific to how your organization operates at UTC.

Your constitution/bylaws must include the following information. If information is missing, your document will not be accepted:

The name of the organization
A statement of purpose for the organization
Membership eligibility requirements
A listing of officers by title and any special functions of the officers/positions
A statement of the terms of the officers and the time and methods for election
Frequency of meetings
A statement detailing any membership dues, including amount and frequency of payment and provision for the disposition of any funds (in the event of dissolution of the organization)
Provision for faculty/staff advisor(s)
A dissolution clause
Any other provision relating to the purpose and function of your organization.

Need to start fresh? Check out our constitution template located in the Student Organization Manual.

Note: Your uploaded constitution/bylaws won't appear live in your organization's Documents section until your re-registration form has been approved. The form will be approved upon completion of all requirements for 2023-2024 student organization re-registration. Timely completion of all re-registration requirements is important to minimize this delay.

Page 9: Affiliation and Additional Requirements (Club Sports Only)

This page will only be visible to organizations recognized as a Club Sport through Campus Recreation.

Club Sports Additional Requirements and Affiliation Information page outlines additional requirements and expectations needed by Campus Recreation. Be prepared with the following information:

Club Sports should be prepared with the following information:

Name, phone number, and email address of the National Governing Body that your organization is affiliated with (if applicable)
Name, phone number, and email address of any Community Groups that your organization is affiliated with (if applicable)
Name, phone number, and email address of any other type of organization your organization is affiliated with (if appliable)
Name, phone number, and email address of organization’s Coach (if applicable)

Club Sports will also be asked to review and acknowledge additional expectations of Club Sports set forth by Campus Recreation.

Page 9: Risk Management and Harm Reduction Report (Fraternities and Sororities Only)

This page will only be visible to chapters in our Fraternity and Sorority Life community. This page asks for the following information to learn about each chapter’s risk management/harm reduction policies and practices:

Does your organization require a guest list for chapter events?
How is attendance tracked at chapter events?
Does your organization have a guest to member ratio? If yes, what is the ratio?
Where can you hold events with alcohol?
Does your organization require sober monitors for events with alcohol? If so, is there a required ratio or total number?
Does your organization require security at events? If so, is there a required ratio or number?
For events with alcohol, does your organization require there to be “safe transportation” provided? How does your organization define “safe transportation?”
Does your organization allow events that are BYOB? If so, is there a rule on the amount of alcohol that is allowed for each member/guest? If the event is BYOB, what system is in place to monitor underage drinking?
Does your organization host events where alcohol is provided by a third-party vendor? When using a third-party vendor, how does your organization allow drinks to be purchased/provided?
Does your organization allow hard alcohol to be present at BYOB events or to be served by third party vendors?
How much general liability insurance does your organization require the third-party vendor to carry?
Can your organization co-sponsor events with alcohol with other chapters?
Do any of your off-campus activities qualify as a Special Event per City of Chattanooga guidelines and require a permit?
Do you need written consent to host the event/activity from the chapter advisor/graduate advisor?
How far in advance is event planning/registration paperwork due to your advisors and/or your inter/national organization?
How does the chapter plan to address emergencies (medical, violence, weather, fire, etc) that may take place during chapter events?
Have you reviewed the What Constitutes a Chapter Event? resource?

LAST PAGE: Re-Registration Terms and Conditions Checkbox

On this page, the form submitter is asked to review and acknowledge awareness and understanding of the expectations of student organizations.

UTC RAVE Alert