Student Activities Office
205 Strebel Student Center

(315) 792-3037
(315) 792-3126 (Fax)


-registration for Student Senate Recognized Student Organizations that are seeking re-recognition for the 2015-2016 school year runs

Friday, March 13, 2015 – Monday, April 13, 2015.

The Re-registration Process is as follows:


All re-registration steps MUST be completed before

Monday, April 13, 2015 11:30PM.

The re-registration form will be open from 12am Monday, March 24th, 2014until 12am Monday, April 14th (AKA Sunday night).  DO NOT COMPLETE THE FORM UNTIL THE LEADERS FOR THE 2014-2015 YEAR HAVE BEEN CHOSEN! The purpose of completing the form is to get NEXT YEAR'S information.  Here are the detailed steps of this portion of re-registration process:

1.  A current e-board member must sign in to with their Banner information.
2.  They go to the organization profile they wish to re-register, and will find a “Register” button on the home page.  If one person is an e-board member of multiple organizations, they can re-register them all.
3.  The pages on the registration form are as follows:
     a.  Instruction page: nothing to fill in, but students need to read this page because it details what information they’ll need to know and what materials they need to have ready to upload.
     b. Organization Profile Picture: This is new for 2015 re-registration. Upload an organization profile picture, this could be a group photo or your organization's logo. This is important to the visual layout of PioneerPlace as well as an identifier for your organization.
     b.  Org Roster: students will be required to fill in each of the following positions with the names and e-mail addresses of the members who will be in the positions for the year that re-registration is for (who will be in these positions for 2015-2016). If the organization has more than just these positions, or if these positions are called something different by the organization (such as “president” being “captain” or “director”), they can be added in later on the organization’s page; however, these are the 6 REQUIRED positions that every org must have:
                 i. Advisor                        iv. Webmaster
                 ii. President                    v. Treasurer
                 iii. Vice President            vi. Secretary
     c. Constitution: students should have a current electronic copy of their organization constitution and/or bylaws.  These are confidential documents and are only seen by members of the organization unless an org administrator changes permissions.
     d.  Advisor Contract: Each organization is required to have a faculty or staff advisor.  Orgs can have more than one, but the name put in on this contract must match the paper form turned in by the org with the advisor's signature.
     e. Organization Profile: This is also new for the 2015 re-registration process. Creating a profile will help to market yourself to prospective students to join or other organizations to collaborate on events.
     f.  Policies: Students must abide by the policies set forth by Utica College.  This section details some specific policies and the submittor must read through these policies, agree to abide by them, and make sure the organization abides by them as a whole.  The policies are (click to get details):
                 i. Hazing Policy
                 ii. Bias-Related Crimes Policy
                 iii. Sexual Misconduct Policy
4.  Once everything is completed sufficiently, the user can press the “Submit” button, and the complete re-registration form will be sent to the Office of Student Activities for approval.
5.  The user who filled out the re-registration form will get a message stating whether the form was complete and accepted by the office, or if the form needs to be resubmitted.  The office will detail exactly what needs to be added or changed if anything needs to be.
6. The Student Senate Recognition Committee will review each org's Constitution and will contact them with any questions, concerns, or needed changes

The Advisor Contract format can be found online and must be printed, filled out, and returned to the Office of Student Activities before the re-registration deadline (See above).  Note that organizations do not have to keep the same advisor(s) from year to year, but the office recommends this to keep org history consistency. Also, it is allowable for orgs to have more than one advisor, however, only one is required for recognition.  Orgs can turn in more than one contract if they choose to have more than one advisor.  Contracts are needed from official Utica College faculty and staff members.  If an org has an off-campus or alumni advisor, no contract is needed.

Complete this process to get the advisor form:
1.  Find the form on the Student Activities’ website under the FORMS page, or under the Student Senate website under the FORMS page
2.  PRINT the form, schedule a meeting with the organization advisor and an e-board member, and fill out the form together.
3.  BOTH the advisor and the organization president for the year in which re-registration is being sought must sign the form.
4.  Turn in the completed and signed form to the Office of Student Activities, 103 Strebel Student Center, during office hours.  Advisors can also send the contract to the office through campus mail.
There are eight Student Organization Board Training sessions scheduled.  This is more than enough opportunity for all organizations to attend these trainings.  All sessions will present the same information, so a representative from the organization only has to be present at one of the eight sessions.  It is most beneficial if the next president and treasurer attend.   Only one representative from each organization is required to be present, although all are welcomed and encouraged.  Attendance will be taken at each of these training sessions, so please be sure to sign in and write down the organization represented.  If one person would like to represent more than one organization they're in, they are free to do so, as long as that is indicated on the sign-in sheet.  Trainings are scheduled for an hour, but will likely run shorter than that.

Student Org Board Training sessions:
1.  Monday, March 9th 5:30pm – 6:30pm in Strebel Aud
2.  Tuesday, March 10th 1:00pm – 2:00pm in Strebel Aud
3.  Wednesday, March 25th 2:30am – 3:30pm in Strebel Aud
4.  Thursday, March 26th 5:30pm – 6:30pm in Strebel Aud
5.  Tuesday, March 31st  4:00pm – 5:00pm in Strebel Aud
6.  Thursday, April 1st 1:00pm – 2:00pm in Strebel Aud
7.  Monday, April 6th 3:00pm – 4:00pm in Strebel Aud
8.  Tuesday, April 7th 4:00pm - 5:00pm in Strebel Aud