Club Registration & Renewal

Club Registration Dates

Club Registration Process

Club Registration is the annual process clubs go through in order to be recognized by the university and receive resources. 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 clubs can access funding and resources on campus. If you have additional questions about the Club Registration process, or would like to schedule a club advising session about Club Registration, please email: clubregistration@rice.edu.

» Club Registration Checklist

Club Registration Dates

» Window for Club Registration for the 2020-2021 Academic Year: November 4th - February 7th

  • All registration requirements must be submitted within this window. Only documents that require revisions will be accepted after February 7th (see deadlines below).

» Dates to Know:

  • Last Day to Complete the Student Leader Canvas Club Orientation and Risk Management Training Required Trainings: February 7th
  • Last Day to Submit Risk Management Plan: February 7th
  • Last Day to Submit All Other OwlNest Registration Materials: February 7th
  • Last Day to Submit Revisions for a Constitution or Risk Management Plan: February 7th

Please allow 1-2 weeks for the processing of club registration materials. You may check your club’s progress by visiting the Club Registration Status spreadsheet.

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!

» Step 1: Identify a Club Sponsor and have Club Sponsor submit a 2020-2021 Club Sponsor Form

  • Please be sure you are logged into OwlNest with your netID and password to view the Club Sponsor Form.
  • All clubs must identify and confirm a current Rice faculty or staff member to serve as their sponsor for each academic year. More information on club sponsor expectations can be found by visiting our Sponsor Resources page.
  • 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. Club Sponsors who have not completed Club Sponsor Risk Management training can email clubregistration@rice.edu to schedule their training

» Step 2: Create or update your Club Constitution

  • Create a new constitution, and/or review and update your existing club constitution, and submit in OwlNest (see Step 3).
    • Note: If your club makes any changes your constitution will need to be approved by the SA/GSA before being approved as active for the academic year. You must highlight any changes made to your club’s constitution in yellow and add the date of last revision to the top of the document upon submission.
    • 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.
    • You will be contacted by the SA/GSA after they have reviewed your constitution for notification of final approval.
  • Save your constitution as a word or PDF file with the following title: ClubName_Constitution_2020.
  • Additional Resources:

» Step 3: Submit Club Registration Application on OwlNest

owlnest logo

  • This step must be completed by both new and renewing clubs.
  • Incoming Club President/Primary Student Leader should complete this step. If you’re a renewing club, you may need to update your Primary Contact Info and Organization Roster before you are able to re-register your club.
    1. New and Renewing Clubs will need to use Rice NetID email addresses for all roster additions and updates.
    2. If your Club President/Primary Student Leader changes during the academic year, please update Roster on OwlNest and 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 current enrolled students at Rice University.

Renewing Clubs - To begin this process, follow the steps below:

  1. While in Manage Mode, click the name of your club to navigate to the management section for that organization. If the organization is eligible for renewal, you will see the following message: (Please Note: If you need help updating your roster to have you listed as the Primary Contact or Primary Student Leader, please email OwlNest@rice.edu.)
    baking
  2. Click "RE-REGISTER THIS ORGANIZATION" to start the re-registration process
  3. When you re-register an existing organization, some of the steps might already be complete if they were also included in your initial registration application. Click through the application and update any information that needs to be changed, and complete any new sections. When you are finished, hit SUBMIT to submit your re-registration for approval.

Or:

  1. On your Action Center homepage, select the "REGISTER AN ORGANIZATION" button on the right hand side.
  2. On the next screen, you'll be shown a list of all the organizations on your campus. Locate your organization by scrolling through using the "NEXT" button. If your organization is eligible for re-registration, you will see the blue "RE-REGISTER" button to the right of the org. You may also see that an existing submission is already in progress for your organization.
  3. When you re-register an existing organization, some of the steps might already be complete if they were also included in your initial registration application. Click through the application and update any information that needs to be changed, and complete any new sections. When you are finished, hit SUBMIT to submit your re-registration for approval.

New Clubs - To begin this process, follow the steps below:

  1. Login to OwlNest.rice.edu
  2. Click on "ORGANIZATIONS"
  3. Click on "REGISTER AN ORGANIZATION"
    ogs image
  4. Click on "REGISTER A NEW ORGANIZATION”
  5. Click SUBMIT to submit your registration for approval.

» Step 4: Complete the Club Orientation & Risk Management Trainings

  • Your current Club President/Primary Student Leader should complete the online Club Orientation Training and online Risk Management Training. If you anticipate a change in leadership mid-year, it is recommended to have more than one student leader complete each online training.
  • Club Orientation: You may enroll in the self-paced Canvas Club Orientation training at your convenience. This training takes approximately 40 minutes to complete. You can also enroll in the training by clicking on “Join this Course” on the course homepage.
  • Risk Management Training: You may enroll in the self-paced Canvas Undergraduate Risk Management Training and Graduate Risk Management Training at your convenience. There are 9 total short clip videos. You can also enroll in the training by clicking on “Join this Course” on the course homepage. If your club submits your constitution to SA for review, please complete the Undergraduate Risk Management Training. If your club submits its constitution to GSA, please complete the Graduate Risk Management Training.
  • Club Sponsors who have not completed Club Sponsor Risk Management training can email clubregistration@rice.edu to schedule their training.

» Step 5: Submit a Risk Management Plan on OwlNest

  • After your Club President/Primary Student Leader has completed the 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.

» Step 6: Complete Club Finance Training on Canvas

  • Club Finance Training is mandatory if you have a C-Fund (a bank account through Rice University), if you plan on making any purchases using a Student Activities P-Card or requesting SAPP Funding on behalf of your club. If you do not complete Club Finance Training, you may still register as a club without having any financial privileges (i.e. access to your C-Fund, etc.)
  • Multicultural Affairs Clubs with org code 599000 should attend training with Larry Garvey (lfg3@rice.edu) instead of the above Student Activities Club Finance Training.
  • Club Sports with org code 167070 should attend training with Chris Watkins (cwatkins@rice.edu) instead of the above Student Activities Club Finance Training.
  • Please visit the Club Resources – Financial Services 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.

*Please Note: If you have reserved rooms at the Student Center your reservation will be placed on hold until you have initiated Club Registration on OwlNest and confirmed a club sponsor. These two requirements must be completed by Septmeber 20th, 2020. If you do not complete these two items before then, the holds will be released.

LOCATION

ADDRESS AND EMAIL

Rice Memorial Center
Room 202
6100 Main Street MS-530
Houston, TX 77005
Phone: (713) 348-4097
Fax: (713) 348-5976
studentcenter@rice.edu

BUILDING HOURS

Monday - Friday
7:00am - Midnight

Saturday
9:00am - Midnight

Sunday
12:00pm - Midnight

OFFICE HOURS

Monday - Friday
9:00am - 5:00pm (limited staff)

Our entire staff will be available virtually Monday through Friday from 9am to 5pm.