Returning Student Organizations

All returning student organizations must re-register every semester in order to remain active for the upcoming school year.

Re-registration windows for returning student organizations: 

Fall semester: July 15 – September 15
Spring semester: January 5 - February 15

Click here to check your organization's status for Spring 2021

Fall 2020 Re-Registration Final Statuses

The re-registration period helps encourage student leaders to update their organization information, membership rosters, constitution, and officer/advisor information. This also helps our team gather updated important information that we use throughout the year. There is no fee associated with re-registering a student organization during this period. However after the deadlines listed above, a $50 late fee will be charged to any organization that misses the deadline. If there are any questions on the requirements or steps involved in re-registration, please contact our Student Organization Support team at sos@utep.edu.

The minimum requirements to re-register a student organization each semester are:

• A minimum of six active members who are current UTEP students 
• A minimum of three organization officers (President, Treasurer & Secretary)
• At least one faculty or staff advisor 
• Organization constitution that is up to date and compliant with all required guidelines. 
  • A constitution guideline and checklist is 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 - [RSO Name]." 
  • Download the constitution guidelines
  • Download the sample constitution template

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

1. Organization Profile 
   1. In this section you will be asked to review your organization's main information on your MineTracker page. This is a a great opportunity to 
2. Organization Roster
   1. In this section, you will be asked to review your organization's roster to make sure everything is correct. 
   2. Important things to look for and ask yourself:
      1. Are all your members listed on there? 
      2. Are all your officers and officer positions updated? 
      3. Is your advisor listed on your roster? 
      4. Did you remove any members who graduated last semester? 
      5. Have you added any newer members from last semester?
   3. Helpful hint: 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. This process is mandatory in fall semester and each organization will be required to upload the most updated version of their constitution
   2. For spring, a constitution upload is optional for organizations who had their constitutions approved in the fall. 
      1. A constitution upload and review will be required for any organization who: 
         1. made changes to their constitution after it was approved in fall 
         2. failed to complete the fall re-registration process
         3. did not get their constitution approved in the fall
4. Statements of Agreement
   1. In this section, you will be asked to review and agree to some University policy and procedure. 
5. Organization Categories
   1. In this section, you will be able to select which "categories" your organization falls under. This is helpful 
6. Organization Profile Picture
   1. In this section, you will be able to upload your organization's most updated profile picture. Many organizations use their organization logo for this. 
      
      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 RSO Logo Approval Form. 

When you have all the information outlined above you will login into MineTracker and complete your RSO Re-Registration directly from your organization's page. 

1. Log in to MineTracker and navigate to your RSO's page. 
2. Click on the "Manage Organization" near the top, right-hand side of the page.
   1. Note: if you do not see this button then you do not have administrator access to re-register your organization. Contact our team for help! 
3. On the new window that opens, click the blue "Re-register this organization" button in the center of the page and complete the online registration!

Need a little help? Here are the many ways you can reach the Student Organization Support (SOS) team:

• Email us any time at sos@utep.edu
• “Stop in” for virtual 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.
  • ZOOM Meeting ID: 907 275 9737 
    • Password is UTEPRSO21
  • Mondays- 3:00 p.m. - 5:00 p.m.
  • Wednesdays – 1:30 p.m. - 3:30 p.m.
  • Fridays – 2:00 p.m. – 4:00 p.m.

Remember that the SELC is here to be a resource for you. If you have questions on any part of this process, feel free to contact us at sos@utep.edu.