Santa Clara University

Annual Renewal

Once a year every Registered Student Organization (RSO) is required to renew its registration for the upcoming academic year. The deadline to renew is on Wednesday, 5:00pm of Week 8 during spring quarter.

Renewal Requirements

In order to renew an RSO, the organization must meet the following minimum requirements:

• Have at least 2 undergraduate students serve as club officers, particularly president and treasurer.
• Have at least 15 active self-selecting members, which may include club officers.
• Have all club officers be undergraduate students.
• Have a majority of members be undergraduate students.
• Have a faculty/staff advisor.

Renewal Process

To renew an RSO, complete the following steps by the deadline stated in the "Annual Renewal" section above.

Register for an Individual OrgSync Account

In order to renew your student organization, you need to have an individual OrgSync account first. If you have an account already, then proceed to the next step. However, if you do not have an account yet, create your account now.

Become an Administrator for Your Organization's OrgSync Profile

In order to update your organization's OrgSync profile, you must be an administrator for this profile. To become an administrator, contact one of the current administrators or contact Tedd Vanadilok.

Update Your Organization's OrgSync Profile

Follow these steps to update your organization's OrgSync profile:

• Log into your OrgSync account.
• Put your cursor/mouse over "Organizations" (top menu) and find your organization from the drop-down menu.
• Click on your organization.
• Click on "Settings" at the bottom of the left menu.
• Click on "Profile" (under the header "Organization Settings").
• Update information on each page as needed (8 pages total).

Note #1: If you do not see any student organizations in the drop-down menu once you log into your individual OrgSync account and put your cursor/mouse over "Organizations", this is likely due to the fact that you have not yet joined any organizations on OrgSync. To fix this, first join your organization, then ask one of the current administrators or contact Tedd Vanadilok to make you an administrator.

Note #2: If you have joined your organization and see your organization's OrgSync profile, but do not have access to update this profile, then you are not an administrator yet for your organization. To fix this, ask one of the current administrators or contact Tedd Vanadilok to make you an administrator.

Upload a Constitution/Bylaws

On the 3rd page of your organization's OrgSync profile, you will need to review (and revise if necessary) the constitution or bylaws that should already be uploaded. Click and download the uploaded constitution, review and revise it, and re-upload it.

Note #3: If you do not see a constitution and do not know where it is, ask the previous president or other officer of your organization. If they do not have the constitution, contact Tedd Vanadilok.

Note #4: Here is a sample constitution if you need a template to create a new constitution.

Officer Agreement Forms

All club officers are required to complete and submit an Officer Agreement Form. Click on this website link for the Officer Agreement Form and share with all club officers.

Advisor Agreement Form

Your faculty/staff advisor is required to complete and submit an Advisor Agreement Form. Click on this website link for the Advisor Agreement Form and share with your advisor.

Club Quiz

Two club officers are required to take and pass the Club Quiz. Officers may need to sign in with their respective SCU email login and password before taking the quiz.

Renewal Approval

Once your organization has submitted all required material as part of the renewal process, the Center for Student Leadership performs an initial review of eligibility. Then a week after the renewal deadline, the Associated Student Government (ASG) grants final approval.

After ASG has made a decision about your organization, you will receive a Notice of Legislation to formally announce that your organization is approved.