RSOs are expected to complete annual registration by the established deadline provided by the Office of Residential and Campus Life.  Failure to complete the annual registration will result in RSO deactivation.  The annual registration process is as follows:

A. Online Registration Process: Student organizations are to submit all required information and materials to GSWs Office of Residential and Campus Life through Canes Connect.

B. Contact from GSW Office of Residential and Campus Life: Within 7-10 business days after the student organization submits all required information and materials, a member of GSWs Office of Residential and Campus Life will advise the student organization President on application status.

C. Additional Information for First Year Registered Student Organizations

1. Newly-approved RSOs will receive information from GSW's Department of Residential and Campus Life about the “Getting Started” meeting that must be scheduled between the student organization's president and advisor and a member of GSWs Department of Residential and Campus Life. Other officers are encouraged to attend, but their attendance is not required. During the meeting, the organization’s registration materials, including the constitution, are reviewed and organizations are advised about their rights and responsibilities of being an RSO at GSW.
2. Once the student organization complies with all of the requirements above and applies for registration as an RSO, the organization will be listed as an RSO and should receive access to the GSW reservations website and other systems within three to five business days. Once registered, the RSO will be bound by all applicable policies for all RSOs.
3. All RSOs are required to renew their registration on an annual basis. The registration renewal period generally opens late spring semester and closes at the beginning of the fall semester each year. The only step that does not have to be completed on an annual basis is the “Getting Started” meeting.

Restarting an Inactive Registered Student Organization

1. 1. RSOs that do not annually renew their registration will be marked as inactive. RSOs that have been inactive for less than two years need only renew the RSO application. RSOs that have been inactive for two academic calendar years or more must complete an initial RSO registration.
   2. Students interested in restarting an inactive RSO should contact GSW’s Office of Residential and Campus Life to begin the process and determine if there are any past documents from the RSO to which the department has access. Any old documents will be provided for reference purposes only. The organization may create new governing documents of so desired. Once the registration process outlined above is completed, the RSOs information will be uploaded into the previously existing Canes Connect page of the RSO, rather than a new Canes Connect page being created.

Denial or Revocation of Registration as a Registered Student Organization

GSW will refuse an RSO (either upon the RSOs initial registration or renewal registration) or deny or revoke a student organizations RSO designation at any time if GSW determines that the student organization:

1. Seeks to accomplish its objectives, goals, purposes, activities through the use or promotion of violence.
2. Seeks personal gain.
3. Falsifies or forges an official university record or document.
4. Refuses to comply with federal or state laws, university policy, or the Student Code of Conduct.
5. Fails to provide all necessary registration information to GSW.
6. Fails to meet financial obligations to the university.

If GSW denies or revokes an RSOs resignation or designation, the student organization may appeal the decision in writing to GSW’s Executive Vice President of Student Engagement and Success within five business days of notification of the decision, unless the denial or revocation as initiated under GSWs Code of Conduct, in which case appeals are handled in accordance with GSWs Code of Conduct. The decision of the Executive Vice President of Student Engagement and Success is final and no further appeal is available.

Organization Status

Student organizations can be classified as one of four statuses at any given time.

Active 

Student organizations that are active are up-to-date, and are in good standing with the Office of Residential and Campus Life. On CanesConnect, the following privileges apply to active student organizations:

• The organization is visible on the organization directory, and can be accessed by existing members/officers.

• Only officers or administrators can make adjustments to the organization’s site.

• Officers can submit content (forms, registration, events, etc.) on behalf of the organization.

• Members can remove themselves from the organization roster.

• Additionally, active student organizations have access to reserve space on campus.

Frozen

Student organizations that are frozen have not completed the renewal process by the deadline or are temporarily not in good standing with the Office of Residential and Campus Life. On CanesConnect, the following is applied to the organization:

• The organization is not visible on the organization directory, and can be accessed by existing members/officers.

• Officers cannot make adjustments to the organization’s site or have access to the organization’s content.

• Officers can submit renewal registration on behalf of the organization.

• Members cannot remove themselves from the organization roster.

• Additionally, frozen student organizations do not have access to reserve space on campus.

Locked

Student organizations that are locked are not in good standing with the Office of Residential and Campus Life, may be interim suspension or suspension with the Office of Student Conduct or may be in the investigation process. On CanesConnect, the following is applied to the organization:

• The organization is not visible on the organization’s directory site.

• Officers cannot change content (forms, registrations, events, etc.) on behalf of the organization, but content can still be submitted.

• Members cannot remove themselves from the organization roster.

• Additionally, locked student organizations do not have access to reserve space on campus.

Inactive

Student organizations that are inactive have failed to renew for one year. On CanesConnect, the following is applied to inactive student organizations:

• All active/current memberships in the organization roster are immediately ended.

• The organization is not visible on the organization directory site and cannot be accessed by anyone.

• Only administrators can reactivate or edit the organization’s profile.

• Past involvement requests for the organization can still be fulfilled.

• Additionally, inactive student organizations do not have access to reserve space on campus

Updated 8/11/2021