If you are interested in starting a new student organization, we provide you a limited opportunity to utilize on-campus facilities to gauge interest prior to completing all registration requirements. You may reserve meeting space on one occasion through Events Management (http://www.utsa.edu/uctr/Reservations) for the sole purpose of having an interest meeting. You will need to notify them that you are reserving space to hold an interest meeting for a potential student organization. An interest meeting is defined as a meeting to explain the purpose of the organization, identify individuals interested in forming the organization and completing the requirements of registration (i.e. creating a constitution). In addition to having one interest meeting, you may post on campus once (i.e. to advertise the interest meeting). Postings must be approved through Student Activities (see the policies regarding postings). Again, you will need to notify Student Activities that it is a posting for a potential student organization.

Note: These allowances do not apply to single-sex organizations (see definition on page 3 of the Handbook). The procedures for starting a new single-sex organization prohibits any interest groups to operate on campus prior to being invited to expand onto campus (those policies are on page 7 of the Handbook). For more information regarding the expansion process, refer to the policies outlined in the Student Organization Handbook or talk to the Greek Advisor in Student Activities.

New Student Organization Registration

In order to form a new student organization on campus, there are four steps that must be taken:

1. Complete and submit the following forms to Student Activities. All the forms are located at http://www.utsa.edu/sa/so/, under “Starting a New Organization”.
   a. Cover Sheet
   b. Short Form
   c. Legal Responsibilities
   d. Advisor Agreement
   e. List of Members with Banner Identification Numbers
2. Submit a constitution that is compliant with all required Constitution Guidelines (as outlined in the Student Organization Handbook).
3. Attend an orientation session with a Student Activities’ staff member.
4. Receive an official notification from Student Activities that the organization is considered a registered student organization.
   

Student Organization Advisors

An advisor must be either a faculty member (not on sabbatical) or a staff member at the University. The faculty or staff member must be employed at the University at least part-time (20 hours). Advisors are expected to be actively involved in the affairs of their organizations. Unless it states otherwise in their position description on file with human resources, faculty and staff may only advise two student organizations.

More information about the purpose and role of an advisor can be found in the Student Organization Handbook.

Guidelines for naming your Student Organization and using the UTSA logo

• The name of the student organization must be unique-the name cannot duplicate the name of an existing student organization.
• A student organization may state that its membership is composed of UTSA students or a combination of students, faculty, and/or staff but it shall not suggest or imply that it is acting with the authority or as an agency of the University. Student organizations are not official entities of the University and may not represent themselves as such.
• Student organizations cannot use the words "The University of Texas at San Antonio" or "UTSA" as a part of the name of the organization, and it cannot display the seal or logo as part of any letterhead, sign, banner, pamphlet or other printed material that bears the name of the organization.
• Student organizations may indicate existence at the University by adding the phrase "at The University of Texas at San Antonio (or UTSA)".
• Sponsored student organizations may incorporate the University's name into the name of the organization.
• Sponsored student organizations may use the name, seal and logo of the University in accordance with University communication, policies and guidelines established by the sponsoring University department or division.

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. Constitutions submitted by new student organizations, and revised constitutions from existing student organizations, should be written according to the following guidelines and must include the articles indicated as being required. Student Activities reserves the right to inspect, review or have the student organization update their constitution to meet all guidelines.
Note: You need not use the same numbering system as outlined below; just include all components within your constitution.

1. Name (required): States the official name of the student organization. The name of the student organization must follow the "Guidelines for Naming Your Student Organization and Using the UTSA Logo" in the Student Organization Handbook.
2. Date of Creation and Revision (required): Provides the dates of creation and latest revision at the end of the document.
3. Purpose Statement (required): The purpose statement is a short, detailed description of the purpose for the existence of the group.
4. Membership (required): Defines the composition of the student organization including membership requirements and selection procedures. Any UTSA student, faculty member, or staff member who subscribes to the purpose and basic policies of the organization may become a member of the organization subject only to compliance with the provisions of the constitution. Enrollment or employment at another University of Texas System campus does not meet the requirement for student organization membership. All officers/representatives must be currently enrolled students at the University. A student organization must have at least five members to register.
5. Legal Agreement Statement (required): The organization agrees to abide by all University policies and local, state, and federal laws.
6. Officers (required): List each major officer position with respective duties and authority. Describe who is eligible to be an officer (including academic requirements), how one becomes an officer, and how one obtains or loses officer status. Eligibility requirements must be included in this section that meet or exceed those described in the Student Organization Relationship Statement.
7. Executive Board (recommended): Describes the special responsibilities and powers given to the Executive Board.
8. Procedures for Decision Making (required): Defines how decisions will be made in the control of organizational activities and finances, including a definition of a quorum (required). Usually a percentage of the membership is stipulated to determine a quorum - such as two-thirds or three-fourths.
9. Committees (recommended): If applicable, standing (permanent) committees and ad hoc (temporary) committees should be listed including duties and responsibilities.
10. Meetings (recommended): Describes how often the meetings will be held, who can call regular and special meetings, and attendance requirements.
11. Parliamentary Authority (recommended): Outlines the parliamentary procedures to be used for conducting meetings and official business of the organization. The most commonly used parliamentary procedures are Robert's Rules of Order.
12. Disbursement of Organization Assets (required): Should the student organization become defunct, provide a means to disburse the organization's assets in this article.
13. Finances (recommended): Defines how funds will be collected, maintained and disbursed.
14. Amendments (recommended): Describes how amendments to the constitution may be made.
15. Faculty/Staff Advisor (recommended): Procedures for selecting and replacing an advisor and defines the relationship between the advisor and the student organization.