To become a Registered Student Organization (RSO), we need you to follow a few policies and guidelines. Our goal is to provide every student and student organization the same opportunities by leveling the playing field as much as possible. Check out our RSO Requirements below:
Initial Requirements
- Find 5 people. You must have a President, a Treasurer, and 3 general body members.
- Obtain an advisor who is a staff or faculty member on campus.
- Create a Constitution using this helpful template.
- Apply for recognition by visiting the Organizations page on Rocky Connect and clicking “Register an Organization.” This form will be sent to the Student Organization Council for review.
- Schedule a meeting with SOC by emailing studentorgs@unca.edu. After you meet with SOC, club advisors must fill out this request form to obtain a student organization email account. This form is routed through ITS for review. The requestor will be notified once the email address has been created.
Ongoing Requirements
- Submit Event Submission forms: Event Submission forms must be submitted in Rocky Connect at least 10 business days before an event in order to reserve space or have the event appear in Rocky Connect. Attendance must be taken at events through the Event Check-In app.
- Attend SOAR Workshops. RSO officers are required to attend various SOAR Workshops, aka Student Organization and Advisor Resources.
- Officer & Advisor Transitions: When an officer transition takes place (mid-year or during scheduled officer elections), there must be an email sent to studentorgs@unca.edu, in addition to an updated Executive Officer roster submitted through Rocky Connect within 30 days of the transition.
Funding & Allocation Information
- Funding through Campus Commission: RSOs may request funding at the end of each academic year. RSOs must submit a proposed itemized budget detailing estimated expenditures for the following year. RSOs will then have an opportunity to present their budget proposal at Campus Commission to the Student Organizations Council. This timeline will be established at the end of each academic year and emailed to all student organization leaders and advisors.
- Funding through SOC Finance Committee: RSOs may request funding at weekly SOC Finance meetings. For a breakdown of financial guidelines, see the Student Organization Handbook.
- Purchase Request: The Purchase Request Form under the SOAR page in Rocky Connect is the recommended method for student organization leaders to spend their funding. This process allows the Highsmith Student Union team to purchase supplies and services directly without students spending personal funds. When you complete the form, don’t forget to include a direct link to the item(s) as well as the quantities that you need of each item. Purchase Requests must be submitted AT LEAST 2 weeks ahead of the date that you need your items or supplies. Requests must be purchased from the following businesses: Amazon, Target, Walmart, and Ingles. If items are out of stock, you’ll be notified ASAP in which you’ll be asked to identify replacements in a timely manner.
- Payment to On-Campus Catering: Chartwells Catering invoices are sent directly to Highsmith Student Union Administrative Offices for processing. Highsmith Student Union will pay for catering invoices on behalf of the student organization. For larger events and programs that are open to the campus community where food is served, student organizations are required to take attendance through the Campus Labs Event Check-in app so that Highsmith can submit the appropriate documentation when processing the catering invoice. Find instructions here that will walk you through the app!
- Funding for Travel: If planning to use approved SOC or Campus Commission funds for travel, a Chrome River Pre-Approval form should be submitted by the organization’s advisor (staff or faculty member). The form will be reviewed by the Associate Director of Programming in Highsmith. Once the travel has been completed, the same requestor will need to submit an Expense Report through Chrome River.
- Receipt Reimbursement: If a student organization member uses personal funds to purchase supplies or materials that were previously approved through Campus Commission or SOC, they should keep the itemized receipt and complete the Receipt Reimbursement Form in Rocky Connect under the Forms tab. A copy of the itemized receipt is required to submit the form. Students submitting for reimbursement should be as specific as possible when describing the purchase. For example, “Purchased candy to distribute to approximately 50 people during Valentine’s tabling event for Health Club” instead of “Purchased candy for event.” Please note that once you submit the form, receiving your reimbursement check in the mail can take up to one month after processing.
- Updated Budget: Organizations with allocations must keep an updated itemized budget. This budget will be kept in each student organization’s Google-drive file and updated by student activities. This is an estimate of funds only, not an official budget tally!
Code of Conduct
As a student organization, you must uphold the university’s Code of Conduct. This code is a guideline of the university’s expectations of you as a student organization. For a comprehensive description of sanctionable circumstances, below we have attached relevant information about “Student Organization Due Process”.
Student Organizations are recognized through a process established in the division of Student Affairs. In granting recognition to organizations, the university reserves the right to review this recognition and the privilege associated with it. It is important that the rights and privileges of organizations and their members be protected by a policy that provides a process for review of inappropriate behavior. It is important that the organizations recognized by the university are meeting established policies and laws. This policy will be in effect in situations on or off campus at the discretion of the university.
Please read the full description of the Code of Conduct.