Renewal applications are available twice a year for existing organizations. Applications must be completed during the appropriate window each academic year to remain an active organization. Student organizations choose their registration window based on when they hold elections.
Registration Windows
Organization leaders who have found their organization’s renewal window no longer fits with their operations calendar or election cycle, can email us at uainvolvement@ua.edu. The registration windows are as follows:
| Renewal Window | Open Renewal Dates | Org Officer Term | Elections |
|---|---|---|---|
| Fall | March 31 – June 29 | Align with Academic Calendar | Late spring or early summer |
| Spring | November 15 – February 15 | Align with Calendar Year | Late fall |
Annual Process Steps
The Overall Renewal Process includes the following four steps:
Transfer Administrative Privileges
Renewal applications can only be accessed by an officer with administrative privileges (President, Vice President, Treasurer and/or Advisor). Outgoing officers or the advisor should make sure new officers are invited to the organization with their appropriate titles via the “manage roster” feature on mySOURCE. For-step-by-step information on managing the roster visit the mySource help site.
Advisor Role
Ensure that your current advisor is still listed as a full-time faculty/staff member and will not be engaging in sabbatical or any extended leave during your upcoming term. If the advisor will not be returning to their role, you will need to identity one or more full-time faculty and/or staff members to serve as your advisor. This person will receive an email to submit an “Advisor Acknowledgement Form” electronically after your online application has been submitted and accepted. They must submit that form to officially remain listed as your advisor or to be added as a new advisor. You will officially change out advisors during the online registration process if needed.
Child Protection and Hazing Acknowledgement Form
Organizations will submit a combined online Hazing Policy and Child Protection Form via DocuSign. The president of each organization will initiate the form signing process and will include the email addresses of the VP and Advisor to route the form to them electronically. To fill out the form, individuals should follow instruction details below in the renewal resources section.
Online Renewal Application
The renewal application is housed in mySOURCE. Officers will log in to their accounts using their myBama credentials. Additional renewal instruction resources are provided below. Applicants are responsible for having the following components in order prior to beginning an application.
- Membership Roster – You will need the email addresses of your full membership roster (crimson emails only). Organizations are required to have a minimum of 10 members.
- Officer Contact Information – Mandatory exec positions include President, Vice President, and Treasurer and advisor. Individuals cannot occupy multiple mandatory positions within the same org. You will need phone numbers and UA emails of each officer. Use directory.ua.edu as a resource to fill in any contact information for your advisor you may be missing.
- UA Constitution – You will need to submit your most up-to-date organization constitution that meets the required guidelines found in the Constitution Writing Guide.
- In addition to the guidelines provided, all registered student organizations are required to include UA’s Non-discrimination clause which states:“Membership in registered student organizations shall be open to all students of The University of Alabama, without regard to any federally protected class, except in cases of designated fraternal organizations exempted by federal law from Title IX regulations concerning discrimination on the basis of sex.”
Renewal Timeline
Fall Window
March 31 – June 29
Spring Window
November 15 – February 15
Organization Renewal Resources
Editing the Sample Constitution
Need to add articles and sections to your Sample Constitution Word document? Learn about adding headings:
- Use Heading 1 for Articles
- Use Heading 2 for Sections
Online Child Protection and Hazing Policy (CPHP) Submission
Instructions
The president of each organization is responsible for initiating the Child Protection and Hazing Acknowledgement form for their new leadership team. Links to the form are included in the mySOURCE application, as well as below. In the event the president is not submitting the application on behalf of the organization, the submitter should forward them the link applicable to their age group or direct them to this page to access the link.
Form
Once a version of the form has been completed, it will be routed electronically to our office for review. This should be completed prior to submitting your mySOURCE updates online.
Select the (1) option that corresponds with the president’s age:
-
19 years of age and older
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Under 19 years of age