Annual Club Registration & Renewal

Club Registration Dates

Club Registration Process

Club Registration is the required annual process clubs go through to be recognized by the university and receive access and resources. Each club must complete the following requirements every year so that the Student Activities Office can keep accurate records on officer information and active clubs-access funding and resources on campus. If you have additional questions about the Club Registration process, you can schedule a club advising session about Club Registration, or email studentactivities@rice.edu.

Club Registration Dates and Deadlines

The spring club registration period is designed for two groups of student organizations: new ones that are just starting, and existing ones that missed the mandatory annual registration process in the fall semester. If a club didn't register in the fall, it is currently "frozen" and needs to complete this registration in the spring in order to be active during the spring semester.

» Club Registration Opens for the Spring Semester on:

  • Now open!

» Registration Material Deadlines

After the dates below, clubs who have not submitted all registration materials, including the Club Advisor Agreement Form from the club advisor, will not be able to register for the current academic year. Please note: Due to the amount of registration materials our office needs to review, clubs may not be approved by this date.

  • Sunday, February 18, 2024

» Things to Know:

  • Some registration materials, such as your constitution or risk management plan, may be sent back (“denied”) for revisions. Please resubmit revised documents within one week.
  • The length of time for a club to be approved can vary from 2 weeks to 2 months, so the quicker your materials are submitted the faster the club will be approved.

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 Requirements:

Click here to access a quick reference guide of all the links you'll need for club registration.

The order of requirements below is the order in which we recommend completing each registration requirement.

» Item 1: Club Advisor Identification and Agreement Form Completion

  • Each club is required to select a current Rice faculty or staff member, who is not on sabbatical or any extended leave, as their advisor for the 2023-2024 academic year. The chosen Club Advisor must complete the Club Advisor Agreement Form, which includes mandatory Texas-State Risk Management Training for Club Advisors.
  • The Club Advisor Agreement Form can be accessed by your club advisor HERE. For more information on the roles and responsibilities of Club Advisors, please visit our Advisor Resources page.
  • Ensure that your advisor is actively involved with the university and available throughout the academic year, as their guidance is crucial for the effective functioning and success of your club.

» Item 2: Complete the Club Orientation & Risk Management Trainings on Canvas

  • Your incoming Club President/Primary Student Leader or Secondary 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.
  • 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.

» Item 3: Create or Update Your Club Constitution

  • Create a new constitution, review and update your existing club constitution to submit with your OwlNest Registration Form.
    • Note: If your club makes any changes, your constitution needs 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 the last revision to the top of the document upon submission.
    • If submitting a new constitution, it is also good to search online for peer institutions with similar clubs to see how they have established their structure within a constitution.
  • Additional Resources:

» Item 4: Submit OwlNest Registration Form with Constitution and Risk Management Plan with Club Registration Application on OwlNest

owlnest logo

  • Incoming Club President/Primary Student Leader should complete this step.
  • Re-Registering Clubs: You will need to be on the club's roster in order to access the club's OwlNest Registration Form.
    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 studentactivities@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 enrolled students at Rice University.

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

  1. While in Manage Mode, click your club's name to navigate the organization's management section. 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.)
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  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 notice 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.

If your club was Frozen during the previous academic year, you should still be able to access your OwlNest page to initiate registration if you were on the club’s roster in OwlNest. If you were not on the club’s roster in OwlNest and want to reactivate a frozen club, you may email studentactivities@rice.edu.

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.

» Item 5: Complete the 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 to make any purchases using a Student Activities P-Card, or request 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 opening a C-Fund for your club, if needed.
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