Throughout the course of a student organization's life, there are many different forms that must be completed. Some must be done every semester, others are done only once, while others you may never need to use. Below are the most common forms with descriptions.

Academic Technology Request Form

In order to obtain audio-visual equipment for events held outside the University Center, student organization's must submit a request form. The form needs to be completed by the faculty/staff advisor and submitted at least two week prior to the event.

Advisor Agreement

Advisors play a critical role in the success of a student organization. This agreement outlines the general responsibilities of the advisor. Every semester, the advisor must reaffirm their commitment to advise the student organization. The organization must submit this with all the other registration forms every semester.

Bulletin Board Request

A bulletin board is utilized to communicate information about the organization and its activities to its members and the campus community. Bulletin boards are located in the HSS (2^nd and 3^rd floors), MS (2^nd and 3^rd floors) and SB (2^nd floor). Bulletin boards request forms are accepted beginning April 1^st; however no request form will be accepted unless the organization has completed and submitted registration forms for the fall semester. Assignments are made on a first-come, first-served basis. The first review of requests will take place on April 15^th. Requests submitted after April 15^th will be filled as submitted, if space is available. Bulletin boards are assigned for the academic year, but maybe reassigned due to lack of or inappropriate use.

Constitution Guidelines

Student Organizations must keep an organizational constitution on file with Student Activities. A copy of the constitution must be submitted to Student Activities each time it is revised. These guidelines outline what is required to be in every student organization constitution; as well as some recommendations.

Cover Sheet for New Student Organizations

The cover sheet provides basic information regarding a new student organization. It must be submitted with the other registration forms and constitution.

Email Account Request

Any registered student organization can request to have an email address through lonestar. Having an email address through lonestar allows the organization to have a public email address that does not belong to a member. In addition, unlike other email providers on the internet, if you ever lose the password, any authorized representative of the student organization can get the password reset through Student Activities.

Employer Identification Number Application Process

In order to request an on campus account (or even to get an account at a bank), the organization must first obtain an "Employer Identification Number" from the IRS. To assist organizations, we have developed a detailed explanation of the process and how to complete the form.

Fundraising (via donations & sponsorships) Authorization Request

Since student organizations may be soliciting donations from donors with whom UTSA has or is cultivating a relationship, student organizations are expected to inform the Associate Director of Development for Student Affairs in advance of all such solicitations of $500 or more. Plan on a minimum of one month before final approval is given.

Legal Responsibilities Affidavit for Student Organizations

This is an affidavit that must be signed by student organizations during registration every semester. It includes three elements: statement on the make-up of the membership (all members must be UTSA faculty, staff or students), hazing information (definitions, the law and examples) and the disclosure of solicitation (student organizations must disclose information regarding donations and fundraising).

Off-Campus Speaker Request

Only student organizations and faculty/staff organizations may present off-campus speakers on this campus as approved by the Executive Director of Student Activities. This form is a request for permission to invite an off campus speaker. Once it is completed it may be submitted to either Student Activities or UC Events Management.

On-Campus Account Request

A student organization has the option of opening an on-campus funds account with the University. An on campus account allows student organizations the use of campus services such as: room/space reservations, catering, physical plant, participation in campus-wide events, etc. Before requesting an on-campus account, the organization must obtain an Employer Identification Number from the IRS.

Phone Request

Student organizations assigned a workspace may also rent a phone line for the workspace from the University by submitting a Workspace Phone Request. A phone line will only allow local phone calls. An organization may pay for a semester, summer or entire year. The University does not provide a phone.

Registration Short Form

The Short Form gives the vital contact information for a student organization. This form must be submitted every semester with the other registration forms. Registration for the spring semester begins on November 1^st and registration for the summer and fall begins April 1^st. Those organizations not registered by the tenth (10^th) day of classes will lose recognition and privileges until they register (workspace, Bulletin Board, reservations, etc).

Travel Authorization

When traveling more than 25 miles from campus, the organization may need to complete and process this form. Work with your advisor to complete the form and route it through to the Vice President of Student Affairs. This form allows the University to be aware of when and where students are traveling, especially if they are in any way representing the University.

Workspace Request

A student organization may request a workspace located in the Student Organization Complex. Workspaces serve as a base from which to conduct your organization's business. Workspace request forms are accepted beginning April 1^st; however no request form will be accepted unless the organization has completed and submitted registration forms for the fall semester. In reviewing the applications, consideration is given to: past use of the workspace; expected level of programming for the next academic year; type/size of space needed; and type/amount of work expected to occur. The first review of requests will take place on April 15^th. Requests submitted after April 15^th will be reviewed when submitted. Workspaces are assigned for the academic year, but maybe reassigned due to lack of or inappropriate use.