Frequently Asked Questions

General


What is Student Life and Leadership?
Student Life & Leadership supports the intellectual, personal, social and professional development of all students. We offer educational and leadership opportunities that enhance academic success and will result in learning outcomes that will prepare students for their future roles in diverse, dynamic, and global society. Student Life & Leadership (formerly known as the Office of the Dean of Students) areas and Centers are: Greek LIfe, Leadership Programs, New Student Programs, Office of Student Conduct, Campus Organizations, Cross-Cultural Center, International Center, the Lesbian Gay Bisexual Transgender Resource Center, and Veterans Services. Visit the Student Life & Leadership website for more information.


Where is Student Life & Leadership (formerly known as the Office of the Dean of Students) located?
We are located on the 3rd floor of the Student Center South (above Wells Fargo) Suite G308.


How many campus organizations are there?
The number of student organizations at UCI is always growing as new student groups register every quarter. There are currently over 600 organizations on campus. To see a full list of groups, please visit the campus organizations website.


What groups exist on campus?
Search the Campus Organizations website for a complete list of Registered Campus Organizations with the contact information for each campus organization that is provided by its members.


How can I get involved with existing organizations?
Search for an organization by name or keyword on the Campus Organizations website. You may then contact the groups you are interested in to find out when meetings are or if they are having any upcoming events. If you have a problem contacting a specific group, email Campus Organizations at campusorgs@uci.edu and we may help you.


Registration


How do you start a new group?
Registering a new organization requires you to have at least three UCI officers/members in order to be recognized. Fill out the New Organization Registration information online. Once you have completed and submitted all the parts of your organization's registration, you will then be contacted about setting up an hour long new organization orientation meeting. Please make sure that at least two (preferably three) authorized signers for your group are available for this meeting. You will pay the $50 registration fee at this meeting.

**IMPORTANT INFORMATION for those starting NEW organizations: Registration for all NEW campus organizations will be limited to Fall Quarter, Weeks 1, 2, 9, and 10 of Winter Quarter, and Weeks 1 and 2 of Spring Quarter. If you are interested in starting a New Campus Organization you MUST complete the online registration process before these deadlines in order to be considered for registration.


If there is already a group that exists with a similar purpose, can I still start a new one?
While we encourage groups with similar purposes to consider consolidation, we allow groups with similar purposes to be recognized as long as there is a clear difference in organization purposes/missions.


How much does it cost to register?
$50 for new organizations (anytime during the academic year); $50 to re-register an existing organization; $65 to re-register an existing organization after the 3rd week of Fall Quarter (this is considered to be a late re-registration fee).


How can we pay for the registration fee?
There are three ways to pay the fee in G308 Student Center (The Student Life & Leadership Office previously known as the Office of the Dean of Students):

1) Cash
2) Checks made out to UC Regents
3) If your organization is an existing organization (with an established ASUCI account) and you are paying re-registration fees: You may pay by selecting your ASUCI account as a payment option. However, if your organization is a new organization, you must pay your new-registration fees with cash or check but once your ASUCI account is established, and you make a deposit into your organization's account, you may then reimburse yourself by filling out the Club Account Check Request Form from ASUCI. This slip must be taken to ASUCI Student Government Business Office for processing.


What happens if my existing organization is not re-registered by the 3rd week of Fall Quarter?
If your existing organization is not re-registered by the re-registration deadline, it will lose coverage under the University of California Office of the President's student organization liability insurance program, existing reservations made through Student Center and Event Services will be canceled, and if you wish to re-reserve those spaces without re-registering your organization, you will be charged the off-campus rate to reserve spaces on campus. Your organization will also be charged a $15 late fee. So, re-register before the deadline for the benefit of your group!


What privileges do Registered Campus Organizations receive?
As a Registered/Recognized Campus Organization at UCI, your organization has many privileges including access to advisors, funding boards, leadership programs and events, liability insurance coverage for your organization with the University of California Office of the President, and access to many campus facilities and services, some of which are listed on this website. Registered Campus Organizations also have access to the CORE Office (located on the 3rd Floor of the Student Center G306), Poster Room, Mail Room and email and web server space. Organizations are encouraged to take advantage of these services to contribute to their success and improvement. See our CORE Webpage for more information. *Please note that some of the resources have fees associated with them.


Do we only have to register our organization once?
No. Every organization is required to re-register every academic year. The registration period for campus organizations lasts from September 1st to August 31st.


How do I re-register as a Recognized Campus Organization?
Registration for campus organizations ends on August 31st, so organizations must re-register beginning September 1st of each year. Re-registration will be available online at the Campus Organizations registration website. Already existing organizations will submit their re-registration online and pay the $50 re-registration fee in person at Student Life & Leadership (formerly known as the Office of the Dean of Students).


Why do faculty and staff signers have to register their organizations in the faculty/staff category?
Although we will continue to register faculty/staff groups, we are dedicated to meeting our mission of providing services, programs, and facilities to enhance the quality of education by extending the learning environment beyond the classroom and into the co-curricular lives of UCI students. By allowing only students to be signers for student groups, we can ensure that student organizations receive the benefits of advising, reserving space in the Student Center, and the opportunity to apply for funding from student organization funding boards. We also hope that faculty/staff organizations can be clearly distinguished from student organizations in our "search" system so that interested faculty and staff can find such organizations.


Why can't we have both students and faculty/staff as authorized signers for the same organization?
Student Life & Leadership (formerly known as the Office of the Dean of Students) would like to clearly define which organizations are students and faculty/staff. If your organization has mixed faculty/staff and students as officers and members, we would like to encourage student development by having students take responsibility of the group and register as authorized signers if they wish to register as a student group. Faculty and staff who play a large role in the organization might be well suited to serve as an advisor instead of an authorized signer for a registered student organization. This delineation between the roles that students and faculty/staff play in registered campus organizations will help Student Life & Leadership understand the demographics of our groups and provide resources and advisement accordingly. Faculty and staff members who wish to have authorized signer responsibilities can register their organization in the faculty/staff category to be recognized as such.


What resources are available for faculty and staff organizations?
Registered faculty and staff organizations enjoy most of the same benefits of registration as all undergraduate and graduate students. Exceptions include inability to apply for funding from funding boards that are student-fee based. Although registration for faculty/staff organizations occurs with Student Life & Leadership (formerly known as the Office of the Dean of Students), UCI's Human Resources and the Office of Equal Opportunity and Diversity (OEOD) serve as advisors and resource departments for these groups. Organizations whose purpose serves protected categories (i.e., race, gender, class, sexual orientation, etc.) have an opportunity to affiliate with the Office of Equal Opportunity and Diversity for advisement and program support. Please contact OEOD (oeod@uci.edu) for more information.


Fundraising


Can we sell things on campus?
Yes, as long as it is in compliance with the fundraising policy (see section 42.30). Selling commercial products on campus (i.e. Jamba Juice, bottled soda, energy drinks, etc.) is prohibited. In addition, all funds raised must go back directly to the organization. Contact Student Center & Event Services at (949) 824-5252 for more information.


I have seen groups sell food on campus -- how can I do that?
Temporary food permits are required when serving perishable foods at an event. To apply for a temporary food permit, please complete the Health & Safety's Food Safety e-learning course. Do not take the UCI Safety Training Self-Assessment since it pertains to staff only. Should you have any questions or concerns, contact Jim Pack at jgpack@uci.edu or (949) 824-4170. Food sales are limited to five events per student organization per quarter.


How can my group(s) get money for its programs?
The Student Program Funding Board can be used for all of the sources listed below. The sources of funding include Associated Students University Of California (ASUCI), Multicultural Programs Committee (MPC), and the CORE Fund. Additional funding sources include The Green Initiative Fund (TGIF) for sustainable and green campus projects, and Student Initiated Academic Preparation (SIAP) funds for outreach programs/events.


How can my group(s) get money for office supplies and operating expenses?
Many funding boards fund campus activities, however office supplies and operating expenses should come from the organization's budget. Fundraising is always an option (see section 42.30 of the campus policies regarding noncommercial fundraising by campus organizations).


How can we receive tax-deductible donations?
Many campus organizations are asked for their "tax I.D. number" when establishing bank accounts, receiving funds from businesses, or accepting donations. Sometimes it is assumed that the University of California tax I.D. can be used, but this is not true. Remember, you can be an organization "at" UCI, but you are not a UCI organization. Some groups may be able to use the tax I.D. of their national organizations and should make inquiries from their national headquarters. In some cases, presidents or treasurers have used their personal tax I.D. numbers (Social Security Numbers), but this is not recommended. Obtaining a federal tax I.D. number for your organization is online now! Visit http://www.irs.gov and search for the EIN (Employer Identification Number) process. An Employer Identification Number (EIN) is also known as a Federal Tax Identification Number, and can be used by your organization. Please note that you may still have to provide a Social Security Number to obtain an EIN. This is not recommended, and you may be able to apply for an ITIN (Individual Taxpayer Identification Number) to use in place of an SSN. Check with the IRS on how to complete the ITIN process.


Programming


How can we reserve space for meetings?
As a Registered Campus Organization you can use UCI facilities for meetings and events, including the Student Center building plazas, grass fields, and table space reservations for food sales, displays, and information distributions. Reservations for most venues can be made through Student Center & Event Services, and must be done by an authorized signer of the organization. Student Center & Event Services can be contacted at (949) 824-5252 or via email at reserver@uci.edu.


How can we get a table on Ring Road?
Contact Student Center & Event Services at (949) 824-5252 if you have questions about making outdoor reservations. Reservations will need to be made in-person by an authorized signer for your organization. Their office is located on the 3rd floor of the Student Center (above the West food courts).


How can I learn what other groups exists so that I can identify some possible co-sponsors for our upcoming events?
Please visit the Campus Organizations website to do a search of all Registered Campus Organizations with descriptions and contact persons for each group. Also, feel free to visit Student Life & Leadership (formerly known as the Office of the Dean of Students) for additional help.


Can we have alcohol at our events?
Yes, pending approval from Student Life & Leadership (formerly known as the Office of the Dean of Students) and Alcohol Beverage Commission (ABC). Campus Organizations must obtain a temporary alcohol permit and have it approved by Student Life & Leadership. Alcohol may only be served at catered events in accordance with UCI Policies and Procedures, Sec. 900-13: Policy on Consumption of Alcoholic Beverages. It is the responsibility of the department or organization coordinating the catered event to review these Policies and Procedures with their caterer of choice. Please note that in order to obtain a permit, the majority of the attendees must be 21 years of age or older. California State Law and the California Alcohol Beverage Commission restrict caterers who do not possess an alcohol license from selling or providing alcohol to a client. In most cases, the Approved Caterers at UCI do not possess this type of license. For more information, contact Student Center & Event Services (formerly known as Scheduling & Conference Services), (949) 824-5252.


Can we use university money for alcohol?
No.


Can we hold events off campus?
Yes. However, when holding an event off-campus, your organization is not covered by University insurance. We highly encourage your organization to purchase insurance for off-campus events depending on the risk of the activities.


If we hold events off campus, who is liable if something goes wrong?
Potentially the group's officers, individual members, advisors and any other organization the group may be affiliated with, such as a local or national organizations, may be liable. Just because an event is not on campus, does not excuse the group from adhering to campus policies. In fact, a student group may face judicial procedures on campus as well as off campus depending on the severity of the violation. For more information on liability and how you can purchase insurance for off-campus events visit http://campusorgs.uci.edu/liability.


What if an activity we want to do is risky (travel, physical activity)?
If there are any questions about the event, contact Student Life & Leadership (formerly known as the Office of the Dean of Students) at (949) 824-5181 to make an appointment with the Director of Campus Organizations or to speak with a CORE (Campus Organizations Resources & Education) Consultant. Also, it is advised to purchase event insurance if it is applicable to the event. You may also want to consider administering waivers, which are available at the UCI Materiel & Risk Management website (http://www.mrm.uci.edu/waivers.html). For more information on event risk management and how it affects your organization's activities, contact UCI Materiel & Risk Management (949.824.6516)


How do we arrange for parking on campus?
Please contact Parking & Transportation at http://www.parking.uci.edu or (949) 824-7486.


Can we have amplification or amplified sound at an event?
Yes, but there are limitations to venues, level, time, and duration of the amplified sound. Please see the Guidelines on Use of Amplified Sound. Here are the basic steps:

1) Reserve outdoor space at Student Center & Event Services
2) Guidelines on Use of Amplified Sound
3) Download the Amplified Sound Request Form
4) Turn in the request form to Student Center & Event Services. Submission of the Amplified Sound Request Form does not guarantee you will be approved for use of amplified sound.


Can we have social events at any time?
When planning events on campus, you should consult with Student Center & Event Services and speak to program advisors from Student Life & Leadership (formerly known as the Office of the Dean of Students).


Where can we have a dance on campus?
Because of the variety of locations and venues, contact Student Center & Event Services. Dances sponsored by UCI registered campus organizations and held on the campus are primarily for the participation and social enjoyment of organization members.


Can we have a protest event on campus?
As a public institution, the university strives to uphold your organization's right to protest and ability to freely express viewpoints, thoughts, and ideas. We encourage you to work closely with our office in order to insure a safe and effective event. As a starting point, make sure you are aware of the campus policies related to protests, demonstrations, and free speech. Please see the General Guidelines and Policies Related to Use of University Property and Free Speech.


What are the rules regarding preparing and selling food ourselves?
Temporary food permits are required when serving perishable foods at an event. To apply for a temporary food permit, please complete the Environmental Health & Safety's Food Safety e-learning course. Do not take the UCI Safety Training Self-Assessment. Should you have any questions or concerns, please contact Jim Pack at jgpack@uci.edu or (949) 824-4170.


If I spend money, can I get reimbursed?
It is not recommended to spend money without prior approval from your organization. However, your organization may reimburse you for certain purchases with prior approval and proper receipts.


Org Operations


How can we pay for our Student Center & Event Services reservation bills?
Authorized signers who make reservations for their Registered Campus Organizations will have three options to pay for reservation fees incurred during an event:

1) Authorized signers may pay their organization's reservation fees through Student Center & Event Services prior to the event with cash or check made payable to the Regents of the University of California.
2) Organizations may pay with their ASUCI Club Account by obtaining SCS # (bring your Student Center & Event Services reservation to the ASUCI Business Office. ASUCI will connect your reservation number to a SCS# and Student Center & Event Services will send the final invoice to ASUCI instead of the authorized signer who made the reservation).

After making the reservation with Student Center & Event Services, the authorized signer must go directly to ASUCI to request a SCS#. If this process is not completed within one business day, the authorized signer may be billed through their individual Zot Bill account. Reservations on Zot Bill will incur a $.50 processing fee. In addition, if the balance is not paid within 30 days, a $20.00 late fee will be applied and may potentially affect an individual's enrollment in courses and financial aid. If the authorized signer does not pay up front or through ASUCI, the individual will be billed for the reservation directly to their Zot Bill. Authorized signers should contact Student Center & Event Services at (949) 824-5252 or visit their office on the 3rd floor of the Student Center (above the West food courts).


Can my groups use the UCI name and logos?
The name "University of California" is property of the state. No person shall use this name or any abbreviation of it, without the written permission of the Regents of the University of California. Campus procedures for approval of use of the University name, insignia, and unofficial seal are published in Section 700-02 of the UCI Policy and Procedures Manual. However, according to UCI policy section 41.20, a Registered Campus organization may include "UCI"; in the title only to indicate location affiliation. (CORRECT USE: Anteater Stamp Club @ UCI. WRONG USE: UCI Anteater Stamp Club.) You may include acronyms or abbreviations for your campus organization.


Should we have an advisor?
It is highly encouraged that campus organizations avail themselves of a faculty or staff advisor. Inquire with Student Life & Leadership (formerly known as the Office of the Dean of Students) for more information or assistance on how to secure an advisor.


What kinds of things should an advisor do and not do?
Each organization should meet with their advisor at the beginning of the year to determine expectations of the advisor. Please remember that an advisor provides guidance to the organization. An advisor should not: vote in the organization's matters, be a supervisor to any of the organization's leadership, attempt to reserve venue spaces for the organization, and hold an office within the organization. An advisor should not unduly influence decisions of the organization. Off-campus advisors affiliated with neighboring organizations must remember that the group is a campus organization for the University of California, Irvine.


Can we affiliate with an off campus group?
Yes. Several campus organizations associate with different types of off campus groups such as non-profits, commercial companies, social organizations, etc. While it is fine to do so, it is also important to be aware of the type of role the off campus group will play in your organization. For advising on off campus affiliation, you can visit the CORE Consultants in the CORE Office (3rd Floor of the UCI Student Center) or Student Life & Leadership (formerly known as the Office of the Dean of Students). We also suggest that the leaders of your organization should be clear about your relationship and expectations of one another. You should also note that if you co-sponsor an event with an off-campus group, you may incur higher costs for renting space on campus for your event. Please visit Student Center & Event Services for more information about reserving space on campus.


How do we change our organization's official name?
To be able to change your organization's official name (after you have completed the registration process), an authorized signer for your organization needs to complete the Organization Name Change form and email it to campusorgs@uci.edu using their UCI email address. An authorized signer can also complete the form in person at Student Life and Leadership (Student Center, G308). Remember only authorized signers can submit this form and you must have the signatures of all signers associated with the organization.


Our organization's leadership has changed. How do I change my authorized signers?
If you are one of the executive authorized signers of your organization you can request to add or remove signers in person at Student Life & Leadership (formerly known as the Office of the Dean of Students) or through e-mail. Every campus organization can have up to 4 authorized signers (this includes yourself and your other executive signer, if you have one). In your e-mail you must include the following information for ALL signers you are adding and/or removing:

1) First/Last Name
2) UCI E-mail
3) Organization's Name
4) Position/Title (if they have one).

Send this e-mail to campusorgs@uci.edu. Once a signer has been added, the NEW signers will receive an e-mail with instructions on how to complete the process online. **If requesting changes through e-mail please allow 3-5 business days to process your request.


What kind of behavior constitutes hazing? What is wrong with hazing?
All Registered Campus Organizations annually renew their recognition of the University's anti-hazing policy by having their presidents and vice-presidents sign the Anti-Hazing Compliance registration form each Fall and at the time of officer transition. This policy applies to all groups, including fraternal organizations. Incidents of hazing should be reported to Student Life & Leadership (formerly known as the Office of the Dean of Students). Hazing is a felony in the State of California. Hazing is against the rules and regulations of the UCI Campus Policies. If individuals are found guilty of violating these rules, they may be expelled permanently from the University. Organizations that participate in hazing functions are subject to permanent disassociation from the University. The future of the organization will be in jeopardy if members of the organization participate in hazing. Hazing is a threat to life and personal safety and is a violation of the rules of common decency. Hazing is outmoded, antiquated and thoroughly unacceptable. It is a custom that has no place in our University.


Can we get a mailbox?
Yes, Recognized Campus Organizations are assigned mailboxes if they choose to have one when they register or re-register their organization. If an organization chooses to have a mailbox after the registration process has been complete, they can email campusorgs@uci.edu to request a mailbox space. They are located in the CORE Office (G306 Student Center). Any mail that is being sent to our office on behalf of your organization should be addressed accordingly: Name of Your Organization c/o Student Life & Leadership G308 UCI Student Center Irvine, CA 92697-5125 Please check your mail weekly or at least once a month. Mail boxes are emptied and any mail that is not picked up is recycled at the end of every quarter.


Can we get a website and email address?
Registered Campus Organizations are exclusively eligible for CORE Accounts that include e-mail services, website hosting on a UCI Server, mail list services and MySQL accounts. For more information or to apply visit the CORE Accounts website.


How can we get business cards?
Each organization has the option to purchase business cards if necessary and must purchase them through their own organization's funds. Although there are many choices in the area, FedEx is located across the street from campus in the University Town Center.


Can we open an off campus checking account?
We highly recommend that your organization keep its funds on campus through ASUCI Club Accounts. It's free and their office is located on campus. Keeping your financial accounts on campus helps with transitioning officers, and the account is not tied to a person's personal Social Security Number or name. Be sure you're following campus policies (see UCI Campus Policy 70.00 and 40.00). While organization signers may decide to open an off campus checking account, authorized signers of Registered Campus Organizations must also sign and comply with the Financial Responsibility Agreement found when completing the registration process of your organization. Visit the ASUCI Website for information on how to open an account and make check or reimbursement requests.


Can our officers be paid?
No. Any funds raised must go back into the organization's account. Please note that Registered Campus Organizations must follow the University of California Policies applying to Campus Activities, Organizations, and Students in all financial matters and accept full responsibility for all activities that bear the organization's name as an official sponsor. Policies can be found online on the Student Life & Leadership (formerly known as the Office of the Dean of Students) website.


Can we be selective in our membership?
Groups are allowed to be selective in their membership and establish their own membership criteria, e.g. minimum GPA, but you cannot discriminate based on protected groups such as race, color, national origin, religion, sex, gender identity, pregnancy, physical or mental disability, medical condition (cancer related or genetic characteristics), ancestry, marital status, age, sexual orientation, citizenship, or service in the uniformed services. Certain groups (e.g. Greek Life) may be selective in their membership based on gender as defined and stipulated in Title IX. Organizations and their authorized signers sign and agree to comply with the University of California Nondiscrimination Policy. This certification shall override any language to the contrary in the organization's bylaws, constitution, or other documents. This also applies to any local, regional, national, and international chapter constitutions or bylaws of an organization. All Authorized Signers of organizations are required to sign the Non-Discrimination Agreement.


How do the Principles of Community apply to our group?
As stated in the UCI Implementation of the UC Policies Applying to Campus Activities, Organizations, and Students: All who work, live, study, and teach at UCI are here by choice and, as part of that choice, should be committed to the Principles of Community. The Principles of Community is an ideal statement, not a policy. A complete version of the Principles of Community may be found here.


Can we get addresses of campus VIP's?
Student Life & Leadership (formerly known as the Office of the Dean of Students) does not retain a VIP list for campus organizations. Most campus addresses can be found on the UCI Campus Directory.


Our group is religious/spiritual in nature. Is there anything different we have to do because of that?
No. Please note that membership selections must be consistent with non-discrimination statement. Also, your organization may or may not be eligible for certain funding boards for funding of religious events.


Can anyone be an officer in our organization?
All officers must be currently enrolled UCI students or current staff/faculty, or as outlined in your organization's constitution.


Can we decide who can and cannot attend our events?
Yes, however, if you are receiving funding from the University for a specific program, the program must be open to all UCI students. If your organization is paying for the event for only its members, then you may choose to limit the people invited to the event.


Can we charge dues?
Yes.


Can I sign a contract?
You may sign a contract; however before signing any contract, it is advised to see the Director of Campus Organizations for advice on liability.


Are there any resources available to help our organization or its leaders?
CORE (Campus Organizations Resources & Education) Consultants are available throughout the academic year to serve as a resource for you and your organization. You can contact the CORE Consultants at coreconsultants@uci.edu, or visit the CORE Office, located on the 3rd floor of the UCI Student Center South (Room G306). For further information on more opportunities on how to develop and grow as a leader you can visit the Student Life & Leadership (formerly known as the Office of the Dean of Students) website at http://www.studentlife.uci.edu.


If I spend money, can I get reimbursed?
It is not recommended to spend money without prior approval from your organization. However, your organization may reimburse you for certain purchase with prior approval and proper receipts.


What is the difference between being an officer and an authorized signer?
Every student organization is allowed up to four authorized signers. Authorized signers are the individuals that Student Life & Leadership (formerly known as the Office of the Dean of Students) recognizes as both financially responsible and liable for the actions of their organization. These four individuals have the ability to make facility reservations with Student Center & Event Services, the Cross-Cultural Center, Bren Events Center, and Campus Recreation, etc. Only currently enrolled UCI students can be authorized signers for a student organization, not alumni, on or off-campus advisors, faculty or staff. Faculty and Staff organizations may have faculty or staff members as authorized signers. An organization member does not have to be an officer to be an authorized signer. However, at least two of the four signers must be executive officers of the organization (i.e., President/Chair, Vice President/Co-Chair). Visit the Authorized Signer web page for more information. Contact Student Life & Leadership with any questions or for more information.


What is a financial signer?
ASUCI requires at least one financial signer for each organization's club account. Financial signers are the only individuals that will have access to your organization's funds through ASUCI. It is recommended that you have no more than two financial signers so that tracking and spending of your organization's funds is consistent and not confusing. For more information about club accounts, please contact ASUCI at (949) 824-5547.


How can I provide proof that my organization is registered to someone off-campus?
Often times a third party (off campus banks, non-profit organizations, etc.) will ask for organizations to verify that they are an officially registered organization on the UCI campus. This type of verification can be provided through a letter of authenticity.You can request a letter of authenticity from the Student Life & Leadership Office in person or via e-mail using your UCI email address. If you are e-mailing a request, please be sure to include the following information,

1) Your Name 2) Your E-mail 3) Your Phone Number 4) Name of the Organization you are a part of

and send it to campusorgs@uci.edu. Please allow 3-5 business days for the letter to be processed. You will be contacted once the letter is ready for you to pick up from our office. If you are requesting a PDF version of the document, please indicate so in your request. You can view a sample letter of authenticity here. Please note that this is NOT an official document and can not / should not be reproduced or manipulated.


Registration Forms


Can our organization name be anything we want?
A group's name must meet the following criteria: 1. The name must be significantly different from any other existing organization's name, e.g. Anteater Club and Anteaters Club would be considered too similar but Anteater Society would not conflict with either. 2. If the name includes "UCI", "UC Irivine", or "University of California, Irvine", it must be phrased carefully such as not to imply affiliation with the University or UC system, e.g. "Anteater Club at UCI". 3. Names containing characters other than alphanumeric English characters (A-Z, 0-9) must have an English alphanumeric version for displaying and for administrative purposes.


Affiliate Insurance
If your organization affiliates with an off-campus organization (i.e. a local church or a national headquarters), provide the name of your affiliate organization's insurance provider.


Formatted Name
An organization's formatted name may have special characters, accents, etc. that may not appear in your organization's official name.


Category
Select one category that best describes the type of organization you are and best fits with your organization's mission, values and purpose.


Description
Provide your organization's description, including, but not limited to: purpose, mission, values, and goals. This information will be made public on our website so that others may learn about you.


Org Website
Provide your organization's website URL so those looking to learn more about your group will have the link to your organization's website. Your org website will be public information. Please be sure to maintain the site and keep your website up-to-date!


Org Email
Your organization's email address will be made public so that people may contact your group for organization matters. If possible, share your organization email address, not a personal email address to help with transition from year to year. If your group does not already have an organizational email address, consider starting one through CORE Accounts .


Contact Person
The contact person's name will be made public so that people may contact your group for organization matters. If possible, share your organization email address, not a personal email address to help with transition from year to year, but be sure to list a officer's name as the contact person.


Contact Phone
The contact person's phone number will be made public so that people may contact your group for organization matters.


Constitution
Upload your organization's constitution as a Microsoft Word or PDF document. Although submitting constitutions is not required, it is highly recommended. We will happily store and archive your constitution for your organization's records and to help with the transition process from year to year.


Liability Insurance
As a RCO, the University of California Office of the President (UCOP) will provide your group with blanket insurance coverage for your on-campus and low-risk events. There are no additional steps to be covered by this policy (for on-campus and low risk events). For medium and high-risk events (on-campus) and any events hosted off-campus, see http://www.mrm.uci.edu/waivers.html for more information. Organizations may use any insurance carrier they want. If your organization already has liability insurance with a carrier, let us know by selecting "we have our own liability insurance." Or, if you have insurance through your parent organization (i.e., national, international headquarters, etc.), let us know about that too.


Affiliations (Off-Campus)
Off-campus affiliations or parent organizations are organizations such as churches, national or regional headquarters, etc. that work directly with your organization through development, fundraising, chapter management, funding support, etc. Let us know if you are affiliated with a off-campus entity so that we may advise you on how to best work with them and the University.


Affiliations (On-Campus)
On-campus affiliations are campus departments such as academic departments or non-academic departments that work directly with or advise your organization on accomplishing its goals and serving its members. Each department has its own requirements for affiliation, so be sure to contact the department directly for more information. Approved academic departments are: Paul Merage School of Business, and UCI School of Law. Approved non-academic departments are: Campus Recreation, Cross Cultural Center, LGBTRC (Lesbian Gay Bisexual Transgender Resource Center), Greek Life and SOAR (Student Outreach and Retention).


Affiliate Name(s)
Provide your off-campus affiliate name here (Autism Speaks is the national affiliate of Autism Speaks U at UCI).


Affiliate Size
Please indicate the size of the affiliate organization through one of the descriptors below: Local (Orange County or Southern California) State (all of California) Regional (Southwest, Pacific, etc.) National (USA) International (global).


Affiliate Relationship
Affiliate organizations may help a campus organization with sponsorship, venue scheduling, and fundraising or provide general guidance to an organization. Please indicate whether your group is a chapter of a larger organization, or if your group has a parent organization (such as a church, community group, etc.). If affiliated with a parent organization, it is important to remember your group is a campus organization for the University of California, Irvine. Your group's leadership administers the mission, goals and programming efforts, not the parent organization.


Campus Recreation
Only approved Club Sports organizations may affiliate with Campus Recreation. Please contact Campus Recreation for more information on becoming an approved club sport.


Cross-Cultural Center
The Cross-Cultural Center is open to organizations affiliating with the Center but hopes that organizations that apply to do so are multicultural in nature and align with the values and mission of the Center. Please contact the Cross-Cultural Center for more information about the benefits of affiliation.


Greek Life
Only officially recognized Greek Life organizations (recognized by Interfraternity Council, Panhellenic Council or the Multicultural Greek Council) may affiliate as a Greek Life Organization. Please contact the Greek Life office for more information.


Lesbian gay bisexual transgender resource center
The LGBT Resource Center is open to organizations affiliating with the Center. Please contact the LGBTRC for more information about the benefits of affiliation.


School of Business
Only approved Paul Merage School of Business organizations through the Merage Student Association may affiliate with the School of Business. Please contact the School of Business for more information on becoming an approved organization.


School of Law
Only approved School of Law organizations through may affiliate with the School of Law. Please contact the School of Law for more information on becoming an approved organization.


Other(s) department, school, program, etc.
Add any other on-campus department that your organization is affiliated with (i.e., School of Social Science, Interfaith Center, School of Biological Sciences, Career Center, Athletics, etc.). Make certain you and the on-campus department you listed has an understanding of your relationship with them. Your group's leadership and not the affiliated on-campus department administer the mission, goals and programming efforts.


UCINetID
Your personal UCINetID (up to 8 characters).


Title
Your title or position within the organization (i.e. President, fundraising chair, Co-Chair, Historian, etc.).


Role
Role within the organization: - Signer (XO) is an Authorized Signer who is usually the president/chair and/or vice president. An executive officer assumes greater responsibility for the organization and takes on a high-level leadership position. Signers must agree to all university agreements and complete the COOL Orientation and will be responsible for upholding the Authorized Signer responsibilities. - Signer is an Authorized Signer who usually holds a leadership position within the organization, but is not necessarily the president/chair or vice president. Signers must agree to all university agreements and complete the COOL Orientation and will be responsible for upholding the Authorized Signer responsibilities. - Advisors can be on-campus or off-campus persons who help to advise your organization (but do not make decisions for your group). - Officers hold an officer seat (most likely an elected seat), but are not Authorized signers for the organization.


First Name
Advisor's first name


Last Name
Advisor's last name


Email
Advisor's email address (off-campus or on-campus email address).


Phone
Advisor's phone number


Company or Organization
Company or organization that your organization advisors works from (i.e., a local church, corporation, university campus, K-12 campus, etc.).


Signer XO
Signer (XO) is an Authorized Signer who is usually the president/chair and/or vice president. An executive officer assumes greater responsibility for the organization and takes on a high-level leadership position). Signers must agree to all university agreements and complete the COOL Orientation and will be responsible for upholding the Authorized Signer responsibilities.


Signer
Signers are Authorized Signers who usually hold a leadership position within the organization, but is not necessarily the president/chair or vice president. Signers must agree to all university agreements and complete the COOL Orientation and will be responsible for upholding the Authorized Signer responsibilities.


Advisor
Advisors can be on-campus or off-campus persons who provide guidance to your organization, but do not make decisions for your group. It is recommended that your organization finds a UCI affiliate to serve as your advisor, such staff, faculty, alumni and/or graduate students.


Officer
Officers hold an officer seat (most likely an elected seat), but are not Authorized Signers for the organization.


Mailbox
Please check this box if you wish to have a mailbox in the CORE Office (3rd floor, UCI Student Center G Building, G306). If your organization would like to have a mailbox, please be sure to check your mail at least every two weeks.


Marketing & Publicity


How can we advertise things on campus?
For more information on marketing your events, visit http://www.campusorgs.uci.edu/marketing.php.


Can we get mailing labels, emails, or contact information so that we can send announcements to students during the school year?
No. Student Life & Leadership no longer provides this service to Registered Campus Organizations.


How can we distribute literature?
Information and guidelines for publicizing, advertising, and distributing information on campus is available online or in Student Life & Leadership (formerly known as the Office of the Dean of Students). Refer to the UCI Campus Policies (42.20) for the Policy on Posting and Distribution of Literature.