Annual Requirements for Student Organizations
Welcome to your one-stop shop for all student organization requirements at UTEP! Below are all the annual requirements for student organizations. You can click on each link to take you directly to that section of information listed on this page:
Student Organizations are required to officially register before the start of each academic year (prior to the fall semester). This process is completed in MineTracker and through your organization's page within the system.
An updated constitution for each organization is required to be submitted as part of your registration application each year.
Registration opens: June 15
Re-registration closes: September 15
Student Org Officer Training
Student Organization Officer Training is a mandatory program that takes place at the beginning of each semester. Officer Training is utilized to educate student leaders on the various policies, processes, and best practices that impact all student organizations. This is an important workshop for any/all officers or rising leaders in each organization. Each organization is required to have a minimum of 3 officers or members with leadership roles attend a session at the beginning of the fall semester (early August). Officer Training is optional for the spring semester but highly encouraged for any and all new officers and rising student leaders as a refresher session.
*Spring Officer Training will be required for any organization that did not complete the mandatory attendance for the fall semester. In an effort to educate as many students as possible, each student is only able to represent and receive attendance credit for a maximum of two organizations.
Fall 2022 Officer Training Sessions: (Click the links below to RSVP)
- Monday, August 8: 6pm - 8pm
- Tuesday, August 16: 9am - 11am
- Wednesday, August 17: 9am - 11am
- Friday, August 19: 9am - 11am
- Wednesday, August 31: 3:30pm - 5:30pm
RSVP for a session to secure your spot! We offer different sessions to accommodate various student schedules.
Risk Management Training
As part of a Texas State Mandate, all student organizations must participate in risk management training each academic year. The online training opens every year on August 1 and closes on May 31. A minimum of 3 officers and 1 advisor must complete this training on behalf of each student organization. Students may complete this training and receive credit for a maximum of 2 organizations. Advisors can complete the training for any organizations they advise. Make sure to complete the training as soon as possible. Individual officer training must be completed by the end of the fall semester. Part 2 - sharing the information with your organization must be completed as soon as possible but no later than the end of the academic year.
- Training opens on August 1 each year and closes May 31
- 3 officers and 1 advisor must complete this online training using the links below
- Deadline to complete individual training (Part 1): December 31
- Deadline to complete organization presentation (Part 2): May 31
Completing Part 1:
Each individual officer and advisor must complete the training individually. At the completion of the training, each person will receive a PDF certificate. Please have each officer/advisor submit their PDF using the link below.
Link to online Risk Management Training Module:
After you complete the online training, save your PDF certificate and upload it using the form below
Part 1 - Individual Completion Form
Completing Part 2:
- After your organization's officers and advisor(s) have completed the online training above, Part 2 is for you to share the presentation information with your general membership. This should be done by presenting the slides at a general body meeting during the semester. This part must be completed as soon as possible but before May 31.
- INCENTIVE: Any organization that completes both Part 1 and Part 2 by end of fall (December 15, 2022) will be entered into a prize drawing for some really cool prizes for your organization.
- Important links for completion:
Fundraising Financial Report
Student organizations must report all monies that were fundraised each semester. Reports must be submitted no later than 60 days after the semester for which the report is for. Please see report links to submit and deadlines below.
**Please note that if your organization did NOT fundraise money, you will still need to submit a form and answer "NO" to the question about fundraising. This helps ensure that we have a form on file for each organization every semester.
FALL 2022 - Fundraising Report Form (opens November 15)
SPRING 2023 - Fundraising Financial Report Form (opens April 15)Deadline to complete:
- Report Fall Fundraising by: January 31
- Report Spring Fundraising by: May 31
Full policy for this report:
Each registered student organization shall, within 30 days at the beginning of each long session semester, file with Student Activities a statement fully disclosing the sources and amounts of money obtained from solicitations during the preceding semester or summer session and fully disclosing the purposes and amounts of the expenditures made during the preceding semester or summer session. Any organization failing to comply with the provisions of this Subsection shall be prohibited from solicitation activities until the organization files the required report. (Rules and Regulations of The Board of Regents of The University of Texas System, Series 80103, Section 4)
End of Year Report
Congratulations on another great year, Miners! At the end of each academic year, our team collects important information and feedback from each student organization. We use this information so we can compile a full report and use your feedback to plan for the next academic year. Student leaders can use the End of Year Report worksheet below to begin collecting all of their data and prepare to submit the report before the end of May. Once you have your information use the MineTracker form link below to submit a report on behalf of your student organization!
Need help? Feel free to contact our team at SOS@utep.edu with any questions you may have!
Download the End of Year Report WORKSHEET
Ready with all your information?
Submit your Student Organization's End of Year Report here: https://minetracker.utep.edu/submitter/form/start/542034
Contact our team!
Need a little help? Here are the many ways you can reach the Student Organization Support (SOS) team:
- Email us any time at email@example.com
- Stop by office hours. No appointment is necessary, though you are welcome to reach out to us to schedule a meeting if these hours do not work for your schedule.
- Fall 2022 office hours will be announced on September 1, 2022.
Remember that the Student Organization Support Team is here to be a resource for you. If you have questions regarding any of the requirements listed above, feel free to contact us at firstname.lastname@example.org.