Special Status Renewal Process - PowerPoint Presentation

Slide1

Special Status Renewal Process

2017-2018 Academic YearSlide2

Special Status Renewal Process Timeline

*Note that both “frozen” AND “active” organizations can renew. Frozen orgs are those who failed to renew last year.

Monday, April 24

- renewal app

opens

at 9 am

Monday, June 5 - renewal app closes at 9 am Slide3

Opportunities to Renew

Have your incoming President (2017-2018):

Fill out the app online on their own time

OR

Email us at

studentactivities@virginia.edu

and we’ll schedule a time to meet up in person to help with the app. Slide4

BEFORE you submit your Renewal App

Update the new INCOMING President for 2017-2018 to be the

President in your SSO’s roster on @UVA. The incoming President needs to be the one to submit the application.

Note that individuals must be listed as members before they can be updated to an officer position.

The app will ONLY be accessible to the

President

and Primary Contact of your organization, as listed on @UVA. *The person who submits the app will automatically become the CIO’s Primary Contact (the individual with primary responsibility for the operation of the organization). Slide5

Update your roster on @UVA

, including members, officers, and Primary Contact. Here are some links to help you manage your roster.

BEFORE you submit your Renewal App

ROSTER CHANGES

ROSTER CHANGES EVERYWHERESlide6

Copy/paste the entire

non-discrimination language (SEE BELOW) into your organization’s Constitution and upload the Constitution to the Documents section of your SSO’s page on @UVA. The red text indicates changes from last year.

BEFORE you submit your Renewal App

Our Special Status Organization does not restrict

its membership, programs, or activities on the basis of age, color, disability,

gender identity

, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family and genetic information. Notwithstanding these requirements, a Special Status may petition to restrict its membership based on gender (e.g. all-male or all-female a cappella groups) or an ability to perform the activities related to the organization’s purpose by filing a written request with the Office of the Dean of Students. In evaluating any such requests, the University will look not merely to the constitution of an organization but to its actual practices and operations.Slide7

Check

that your SSO is using the University’s name correctly in ALL places – social media urls, social media sites, websites, on @UVA, etc.

The Harry Potter Club at UVA

The

UVA Club of Harry Potter BEFORE you submit your Renewal App *Please change “UVa” to “UVA” if you have this listed in your SSO’s name. Utilizing “Virginia Club of XYZ” is also acceptable. Slide8

The renewal app will require you to designate a member of your SSO as the “

Marketing Officer.” This person will have access to the NEW branding website that will enable you to utilize the official split-V logo with your SSO name if you would like to.

ALL SSOs: Check to see that your logo abides by section 9 of the Special Status Agreement.

Questions about logos? Email

brandguidelines@virginia.edu

. BEFORE you submit your Renewal App Slide9

Please

ask the appropriate people to sign these two docs:

Special Status Agreement will need THREE signatures

President of SSO

Advisor of SSO

Administrator

in Office of Dean of Students (ODOS)Special Status Organization Delegated Functions Agreement will need TWO signaturesPresident of SSOAdvisor of SSOBEFORE you submit your Renewal App *Email studentactivities@virginia.edu to set up a time for an ODOS administrator to sign your Special Status Agreement. **You can also email us if you need a copy of your delegated functions. Slide10

BEFORE you submit your SSO’s Renewal App

Update the new INCOMING President

for 2017-2018 to be the President in your SSO’s roster on @UVA. This person should submit the app.

Update

your entire roster, including members, officers, and Primary

Contact.

Include the non-discrimination language in your SSO’s Constitution. Check that your organization is not misusing the University’s name in ALL places. Check that your organization is using logos correctly.Acquire appropriate signatures for your Special Status Agreement AND your Special Status Delegated Functions Agreement. Questions? Email studentactivities@virginia.edu. Renewal app is open from Monday, April 24th at 9 am – Monday, June 5th at 9 am Slide11

How the Primary Contact/President Will Access & Complete the Renewal App

Log in to @UVA and go to your SSO’s page

There is a blue bar on your SSO’s page that says “This organization is currently eligible for registration.”Click the “Register” button.

Read each step thoroughly, and complete each step of the process.

Make sure to hit SUBMIT.

Check on your SSO renewal status BEFORE Monday, June 5

th at 9 am when the application closes. Slide12

The person who submitted the app can:

Log in to @UVA via Netbadge

Click the down arrow next to name in

top right corner of the page &

select "

Involvement

" Click on the "Submissions" tab and then, click on "Organization Registrations." Then, check the status next to your Special Status Organization Renewal submission. If the status says "In Progress" = renewal NOT completed and needs to be submittedIf the status says "Pending" = renewal submitted successfully and waiting for approval  If your status says “Approved” = renewal completed successfully! Please allow at least 10 days for us to review your application. Questions? Please email studentactivities@virginia.edu. How to Check your SSO’s Renewal Status: Slide13

Questions? Email

studentactivities@virginia.edu