Annual Registration

All student organizations must register in the fall semester in order to remain active for the upcoming school year. The registration window for returning student organizations is July 29^th – October 4^th. 

After the registration deadline listed above, a $40 late fee will be charged to any organization that has not registered.

NOTE: Organizations that did NOT complete Spring 2024 requirements and are currently locked will need to pay the $40 unlocking fee before being able access the re-registration form. 

If you have any questions, please contact our Student Organization Support team at sos@utep.edu.

The minimum requirements to register a student organization are:

• A minimum of six active members (three for new organizations) who are current UTEP students 
• A minimum of three organization officers
  • (President (Required), Treasurer (Required) & Secretary or Vice President)
• At least one faculty or staff advisor 
  • Advisors must sign the Advisor Agreement Form each year
• An official constitution that is up to date and compliant with all required guidelines 
  • A constitution guideline and checklist are available for your reference
    • If you would like your constitution reviewed prior to submitting your re-registration application, please email it to sos@utep.edu with the subject line "Constitution Review - [Organization Name]." 

Download the Constitution Template & Updated Guidelines

Check your organization's registration status HERE! 

Below are all the steps that you will be asked to complete during the registration process. 

1. Organization Profile
   1. Review your organization's main information on your MineTracker page. 
2. Organization Roster
   1. Review your organization's roster to make sure current membership is correct. 
   2. You can make all the necessary changes to your roster before you start the re-registration process. Here is a helpful YouTube Tutorial: Managing Your Roster 
3. Constitution Review
   1. Upload the most updated version of your organization's constitution
   2. Make sure to download a copy of our Constitution Sample & Updated Guidelines
4. Organization Profile Picture
   1. Upload your organization's most updated profile picture. 
      
      1. All profile pictures and logos MUST follow University branding guidelines. 
   2. If you have a new logo design, you can submit the logo design for official review and approval using the Logo Approval Form. 
5. Advisor Agreement Form
   
   1. Click here to download the Advisor Agreement Form
      1. You will be required to upload the signed form to your registration submission.
6. Statements of Agreement
   1. Review and agree to some University policies and procedures

Where do you re-register?

1. Log into MineTracker
2. Click the drop-down menu on the upper left-hand side of the screen
3. Click organizations and you will be re-directed to a list of all on campus organizations
4. Click the “Register an Organization” box on the left hand side.
5. Enter your student organization’s name in the search box “Find an organization to re-register.
6. Once you locate your student organization click the re-register button on the right side

Need a little help? Contact the Student Organization Support (SOS) team:

• Email us any time at sos@utep.edu

Remember that the Student Organization Support team is here to be a resource for you. If you have questions regarding your organization or how to start the registration process, contact our team!