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Register a Warren Organization

All Earl Warren College student organizations must register annually to update information, every FALL QUARTER by the third week in order to be considered a registered student organization for the calendar year.  New student organizations may complete a registration packet at any time in the year. 

For a list of current Warren College registered organizations and groups visit out student organizations website.

How to Register a RETURNING Warren College Organization

Returning Warren College Organizations (organizations that have been approved as registered organizations the academic year prior to registration AND have passed their probationary status) must register by the Friday of Week 3 of Fall quarter and meet the following requirements:

Requirements for Establishment:

  1. Organization must have five (5) principle members (PM) who are registered Warren College students
  2. Two (2) members must hold the positions of President and Financial Officer*
  3. Organization must have one (1) non-student, Warren College staff or faculty member as an official advisor

* If the organization chooses to use alternate titles than the ones specified above, the organization must contact the Warren Commissioner of Student Organizations for special permission

To register use these steps:

  1. Complete the online registration form
  2. All principle members (PM) listed on the registration form must submit a hard copy confirmation form (PDF) acknowledging acceptance of the responsibilities that go along with becoming and organization PM.  Each PM will be required to return this form with an original signature
  3. Have your advisor complete the advisor acknowledgement form (PDF)
  4. Update and submit your constitution (See requirements in the Constitution dropdown)
  5. Submit required materials (Items 1-4 above) to the program assistant in the Dean of Student Affairs Office (EBU3B), Room 1148 or email to warrendean@ucsd.edu.
  6. All organizations must update contact information when any changes occur.
Post approval, one representative of the organization must attend scheduled Warren College Organization Standing Committee (WCOSC) Meeting in order to receive funding under the WCSC Bylaws.

How to Register a NEW Warren College Organization

New Warren College Organizations may form at any time during the academic year.  New organizations must meet the following requirements and are subject to a probationary period in which additional support shall be given to assist with organization success.

Requirements for Establishment:

  1. Organization must have four (4) principle members (PM) who are registered Warren College students
  2. Two (2) members must hold the positions of President and Financial Officer*
  3. Organization must have one (1) non-student, Warren College staff or faculty member as an official advisor

* If the organization chooses to use alternate titles than the ones specified above, the organization must contact the Warren Commissioner of Student Organizations for special permission

To register use these steps:

  1. Complete the online registration form
  2. All principle members (PM) listed on the registration form must submit a hard copy confirmation form (PDF) acknowledging acceptance of the responsibilities that go along with becoming and organization PM.  Each PM will be required to return this form with an original signature
  3. Have your advisor complete the advisor acknowledgement form (PDF)
  4. Update and submit your constitution (See requirements in the Constitution dropdown)
  5. Complete the Tell Us About Your Organization (PDF) questionnaire to help us understand your organization. Your answers will factor into the registration process.

    1. What are the specific reasons/needs for establishing a new Warren Organization?
    2. Will the new organization fulfill the needs of the Warren Community that are not currently addressed? If so, what needs will be met?
    3. How will the organization benefit the Warren Community?
    4. What types of programming/activities/opportunities will the new organization provide?
    5. For what reasons did you choose your advisor?
  6. Submit required materials (Items 1-5 above) to the program assistant in the Dean of Student Affairs Office (EBU3B), Room 1148 or email to warrendean@ucsd.edu.
  7. A minimum of 50% of the Principal Members must meet with the Coordinator of Student Activities to go over rules and regulations following probationary approval of the new organization.
  8. All organizations must update contact information when any changes occur.
Post approval, one representative of the organization must attend scheduled Warren College Organization Standing Committee (WCOSC) Meeting in order to receive funding under the WCSC Bylaws.

 

Probationary Period

    1. There will be a probationary period of two (2) quarters for all newly registered organizations. During the probationary period, organizations will be required to:
      1. Keep an updated roster and submit the roster at the beginning of each quarter during this probationary period to Warren College Student Affairs and the WCSC WCOSC chair
      2. Evaluate their events using the post-event report provided by Warren College Student Affairs
      3. Submit and review a budget for each of the two quarters with Warren College Student Affairs and the WCSC WCOSC chair
    2. Upon the completion of the the two (2) quarter probationary period, the organization will be asked to schedule a meeting with a Warren College Student Affairs staff member and the WCOSC chair to review the organization’s status. In this meeting, the organization will:
      1. submit an executive summary report, to include:
        1. an active membership roster
        2. budget summary
        3. event evaluations
        4. statement of the organization’s impact in the Warren College community
    3. Upon reviewing materials and meeting with the organization leadership, the WCOSC chair and Warren College Student Affairs staff member will submit a recommend to the Warren College Dean of Student Affairs to confirm, deny, or extend the status of the probation period for the student organization
    4. The Warren College of Dean of Student Affairs has final authority to confirm, deny, or revise the proposed recommendation
    5. Once confirmed, the organization can function with all the rights and privileges of a Warren College student organization. This includes the opportunity to re-register as a returning student organization

 

Approval Process

The registration materials will be reviewed by the Commissioner of Student Organizations, who will check for proper completion and will issue a recommendation for approval of the organization to WCSC. WCSC shall issue a recommendation to the Warren College Dean of Student Affairs for the approval of all new Warren College organizations. The Dean of Student Affairs will make the final determination on approval of organizations.

Post approval, one representative of the organization must attend scheduled Warren College Organization Standing Committee (WCOSC) Meeting in order to receive funding under the WCSC Bylaws.

Principle Members

  1. Principle members (PM) must submit a confirmation form (PDF) acknowledging acceptance of the responsibilities that go along with becoming and organization PM.  Each PM will be required to return this form with an original signature to the program assistant in the Dean of Student Affairs Office (EBU3B), Room 1148, before registration is complete.
  2. Student organizations must meet the required minimum requirements for either returning or new student organization PM requirements.  All PMs must be full-time registered UC San Diego students, two of whom must hold the positions of President and Financial Officer within the organization. At all times the President and Financial Officer must be held by Warren students.
  3. PMs assume full responsibility for the financial status, actions, and programs of the student organization.
  4. Only registered PMs are authorized to officially conduct business with the University, e.g., calendar events, reserve facilities, access budget numbers, and spend student organization funds.
  5. Student organizations may not be used as a conduit for personal financial gain or for the establishment of personal business.

Students must update organization registration each time any of thePMs, their addresses or phone numbers change, and keep a current permanent/summer mailing address on file with the Dean of Student Affairs Office.

Advisors

All Warren College organizations must have one non-student, Warren College staff or faculty member as an official advisor.

  1. Advisors must agree to and sign the student organization advisor acknowledgement (PDF) form.
  2. Advisors are strongly encouraged to attend at least one of the Programming at Warren (PAW) Meetings held each quarter.
  3. Advisors are required to work with student organizations to ensure that they are following proper University procedures.

Constitution

When completing the annual Student Organization Registration process, all student organizations must submit an updated copy of their organization constitution. The best constitutions are those that are clear, concise, easily implemented, and include guidelines for all of the group’s essential components.

As a general guide, a constitution must contain items listed in 1-6 below:

  1. Name of the organization: A registered student organization shall not use the name of the University of California or abbreviations thereof as part of its name except in accordance with the campus regulations. The geographical designation “at UC San Diego” may be used by any student organization as part of its name without obtaining special approval.
  2. Statement of purpose: This section must include language confirming that the organization is not-for-profit.  What is the purpose of the organization?  Will the organization seek to promote a specific topic or issue?
  3. The frequency of organization meetings
  4. The description of the election process and qualifications to hold office
  5. Requirements for membership: include dues/fees, if applicable.
  6. The duties of the officers: How many officers are there?  What are their titles and duties?  Will the officers constitute an executive committee?  Description of any standing committees might be included here.  How are officers elected?  When are they elected (month), and for what period?  Who is eligible for office?  When do officers assume their positions? How may officers be replaced or removed?
  7. The duties of the advisor: include specific advisory functions, voting status, and term limitations, if applicable.
  8. Additional components for consideration:
  • Financial Matters - How will the organization finance its activities? Will the organization submit a budget to Warren College Student Council?
  • Affiliation with other organizations - campus, local, state, national, international?

For additional guidance, view this sample constitution (PDF).

All organizations must update contact information with the Warren College Dean of Student Affairs office when any changes occur.  

Warren College student organizations are approved according to the Warren College Student Council Bylaws (Title IX Warren College Student Organizations) with final approval from the Warren College Dean of Student Affairs.

Resources

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