Club Registration is an annual process beginning in April and continuing through the end of September. Each club is required to complete the following steps every year so that the Student Activities Office is able to keep accurate records on officer information and active clubs, and so that clubs can access resources on campus.  If you have additional questions about the Club Registration process, please email: clubregistration@rice.edu.

Club Registration Dates:

»    Club Registration Opens – April 3, 2017
»    Deadline to Complete Club Registration Requirements – September 29, 2017.

*All of the steps involved in registering your club must be completed before the September deadline to be considered active for 2017-2018 academic year.

Club Registration Helpful Resources:

»    Printable Club Registration Checklist (New & Renewing Clubs)
»    Link to check Club Registration Status

Club Registration Process:

Starting a new club or reviving a club that was inactive last year? Click here for some additional information to help you get started!

»    Item 1: Fill out a Club Registration & President’s Form

  • This form combines required content from both the Club Registration Form and Club President’s Form.
  • Incoming Club President/Primary Student Leader should complete this form.
  • If your Club President/Primary Student Leader changes during the academic year, please email clubregistration@rice.edu with the new student leader’s name and contact information.
  • Clubs must consist of at least 50% currently enrolled Rice University students. Also, the officers of each club must be currently registered students at Rice University.

»    Item 2: Have Club Sponsor submit a Sponsor Form

  • All Club Sponsors must receive Risk Management Training. Please click here to check the list of all Club Sponsors that have currently completed Risk Management Training.

»    Item 3: Email Club Constitution to clubregistration@rice.edu

  • Submit a new constitution, and/or review and update your existing club constitution.
  • Please note, if your club makes any changes your constitution will need to be approved by the SA/GSA for final registration approval.
  • If submitting a new constitution, it is also a good idea to search online for peer institutions that have similar clubs to see how they have established their structure within a constitution.
  • Save your constitution as a word or PDF file with the following title: ClubName_Constitution_2017.
  • You will be contacted by the SA/GSA after they have reviewed your constitution for notification of final approval.
  • Additional Resources:
  • Constitution Checklist
  • Sample Undergraduate Constitution 
  • Sample Graduate Constitution

»    Item 4: Attend a Club Orientation & Risk Management Training Session

  • At least your current President or Vice President must attend. If you anticipate a change in leadership mid-year, it is recommended to have more than one student leader attend.

Club Orientation & Risk Management Training Sessions:

Spring 2017

Date Location Time
Wednesday
April 5, 2017
RMC Farnsworth Pavilion 7:30pm-9:30pm
Wednesday
April 12, 2017
Herring Hall Room 100 5:30pm-7:30pm
Monday
April 17, 2017
RMC Farnsworth Pavilion 6:00pm-8:00pm

Fall 2017

Date Location Time
Dates to be added by May 1, 2017 TBD TBD


*The first hour will be dedicated towards Club Orientation and the second hour towards Risk Management Training.

»    Item 5: Submit a Risk Management Plan

  • After your President or Vice President has attended Risk Management Training meet with your Executive Officers and club sponsor to formalize your club’s Risk Management Plan and complete the required online form.

»    Item 6: Attend Treasurer Training (Optional – if needed)

  • Treasurer Training Sessions are mandatory if you have a C-Fund (a bank account through Rice University) or if you plan on making any financial transactions on behalf of your club. The dates for Fall 2017 sessions are listed below, for all clubs with org code 545000.

Student Activities Fall 2017 Treasurer Training Sessions (For clubs with org code 545000)

Date Location Time
Wednesday
August 30, 2017
RMC Miner Lounge 11:00am-12:00pm
Thursday
August 31, 2017
RMC Miner Lounge 4:00pm-5:00pm
Tuesday
September 5, 2017
RMC Miner Lounge 4:00pm-5:00pm
Wednesday
September 6, 2017
RMC Miner Lounge 11:00am-12:00pm
Thursday
September 7, 2017
RMC Miner Lounge 1:00pm-2:00pm
Monday
September 11, 2017
RMC Miner Lounge 4:00pm-5:00pm
 Tuesday
September 12, 2017
RMC Miner Lounge 1:00pm-2:00pm
 Wednesday
September 13, 2017
RMC Miner Lounge 11:00am-12:00pm

Once you have completed a treasurer training, take the P-Card quiz below if you are planning on checking out a P-Card. Students must score 100% on the P-Card quiz in order to be eligible to checkout a P-Card from our office.

  • Multicultural Affairs Clubs with org code 599000 should attend training with Larry Garvey (lfg3@rice.edu) instead of the above Student Activities Treasurer Training.

Multicultural Affairs Clubs Fall 2017 Treasurer Training Sessions (For clubs with org code 599000)

  • Dates to be added by May 1, 2017
  • Please visit the Club Resources – Financial webpage for more information and instructions on how to open a C-Fund for your club, if needed.
  • If you are unable to find the information or resources you are looking for, please email sactclubs@rice.edu.

*Once all of the above items have been completed, you will receive a confirmation email to acknowledge your status as a registered club for the 2017-2018 academic year.

*Please Note:  If you have reserved rooms at the Student Center your reservation will be placed on hold until you have submitted your Club Registration & President’s Form and Club Sponsor’s Form.  These two forms must be completed by August 25, 2017.  If you do not complete these two items before then, the holds will be released.

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