Annual Registration - Returning Student Organizations

All student organizations must register in the fall semester in order to remain active for the upcoming school year.

Registration window for returning student organizations: 
June 15 – September 15*

Click here to check your Fall 2021 Registration Status

The annual 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 registering a student organization during this period. However after the registration deadline listed above, a $50 late fee will be charged to any organization who has not registered. If there are any questions on the requirements or steps involved in registration, 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 who are current UTEP students 
• A minimum of three organization officers
  • (President (Mandatory), Treasurer (Mandatory) & Secretary or Vice President)
• At least one faculty or staff advisor 
  • Advisors must sign the Advisor Agreement Form each year
• Organization constitution that is up to date and compliant with all required guidelines. 
  • A constitution guideline and checklist is available for your reference
    • Download it HERE 
    • 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 for 2021-2022

Below are all the steps that you will be asked to complete during the 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 update your ‘About’ page. That includes contact information, summary of your organization, and upload pictures or videos.
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. Make sure to download a copy of our Constitution Sample & Updated Guidelines
4. 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. 
5. Advisor Agreement Form (NEW)
   1. We have a new form that all faculty/staff advisors must sign. Please share the form with your advisor and have them complete it.
      1. You can download the Advisor Agreement Form here 
   2. You will be required to upload the signed form to your registration submission in this step
6. Statements of Agreement
   1. In this section, you will be asked to review and agree to some University policies and procedures

When you have all the information outlined above you will login into MineTracker and complete your Annual Registration directly from your student 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 register your organization. Contact our team for help! (sos@utep.edu)
3. On the new window that opens, click the blue "Register this organization" button in the center of the page and complete the online registration!

If your organization registration was denied, here is some helpful information to get it approved.

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.
  • Click here to see upcoming Office Hour Sessions

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.