Club Registration & Renewal

Club Registration Dates

Club Registration Process

Club Registration is the annual process clubs go through 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 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 clubregistration@rice.edu.

Club Registration Dates

» Window for Club Registration for the 2021-2022 Academic Year: April 5th - September 12th

  • Clubs can submit all registration materials within this window.

» Dates to Know:

  • Last Day to Complete and Submit Club Registration Materials: September 12th
  • 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.
  • Depending on when your club submits materials and other factors, your club may not be approved by September 12th. Student Activities will notify student organizations about their final status before October 22nd.

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 2021-2022 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. You can find 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, review and update your existing club constitution, and submit it 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 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.
    • You will be contacted by the SA/GSA after reviewing 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: 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.
  • New Clubs Only: New clubs must send at least one representative to a New Club Informational Session or have a Club Advising Meeting before being registered as an active student organization.
  • 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.
  • 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.
  • Club Sponsors who have not completed Club Sponsor Risk Management training can email clubregistration@rice.edu to schedule their training.

» Step 4: 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 submit the plan with your OwlNest registration (see Step 5).

» Step 5: Submit Club Registration Application on OwlNest

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  • Both new and renewing clubs must complete this step.
  • 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 can 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 currently enrolled students at Rice University.

Renewing 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 clubregistration@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"
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  4. Click on "REGISTER A NEW ORGANIZATION”
  5. Click SUBMIT to submit your registration for approval.

» 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 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.)
  • Important Note for 2021-2022: Rice University will be implementing a new financial platform in the summer of 2021, which will impact our club’s fiscal policies and procedures. All Club Financial Officers and P-Card users will need to retake the Club Finance Training after this university-wide transition to understand the new changes and how they will impact the financial policies and procedures for clubs. If you do not need to check out a Student Activities P-Card before August, then you may wait until these changes are made to the Club finance Training before completing it. Otherwise, you will need to complete the training twice.
  • 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.
    • 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. You must complete these two requirements by September 12th, 2021. If you do not meet these two requirements before then, we will release the holds to other student organizations.

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 - Thursday
7:00am - 2:00am

Friday
7:00am - Midnight

Saturday
9:00am - Midnight

Sunday
12:00pm - 2:00am


OFFICE HOURS

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

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