Register a Warren Organization

At least one organization leader should complete the Warren Student Organization Registration Form.

Before beginning, be prepared to provide:

• Organization name and description
• Names and contact information for organization leaders
• Organization advisor information
• Current constitution
• Organization mission and goals
• Planned programs or activities
• Preliminary budget information, if applicable

Complete the Registration Form

Submitting the form does not automatically approve or activate an organization.

After submitting the registration form, organization leaders must complete the following requirements before hosting programs or spending organization funds:

1. Read the Warren Student Organization Guide.
2. Complete the Student Organization Guide Quiz.
3. Meet with or receive confirmation from the organization’s advisor, if requested.

[Read the Student Organization Guide]

[Complete the Guide Quiz]

All required organization leaders should complete the quiz unless their advisor provides different instructions.

Registration materials will be reviewed for completeness and compliance with Warren College and UC San Diego requirements.

Depending on the organization, registration must be approved by the organization’s advisor, Warren College Student Council, or the appropriate Warren College staff member.

Your organization may begin operating only after receiving confirmation that its registration has been approved.

Until approval is received, the organization may not:

• Host or advertise programs as a registered Warren organization
• Spend or request organization funds
• Make purchases through an advisor
• Reserve spaces as a registered Warren organization
• Enter into agreements with performers, vendors, or service providers

Returning organizations must register annually by the end of Week 2 of Fall Quarter.

To qualify as a returning organization, the organization must:

• Have been registered during the previous academic year
• Have completed any required probationary period
• Have at least two principal members who are registered Warren College students
• Have an official Warren College staff or faculty advisor
• Submit an updated constitution and leadership information
• Complete the Starter Guide and quiz requirements

Returning organizations should also connect with their advisor at the beginning of each quarter to discuss:

• General body meetings
• Upcoming programs
• Recruitment and member engagement
• Budgeting and purchasing
• Leadership or roster changes

Submit an updated organization roster to your advisor at the end of each quarter.

Students may apply to start a new Warren organization at any time during the academic year.

A proposed organization must:

• Have at least two principal members who are registered Warren College students
• Identify a Warren College staff or faculty member who can serve as the official advisor
• Demonstrate how the organization will benefit the Warren community
• Provide a proposed mission, structure, and programming plan
• Submit a preliminary budget, if the organization will request funding
• Complete the Starter Guide and quiz requirements

The registration form will ask applicants to explain:

• Why the organization is needed
• What needs or interests it will address
• How it will benefit the Warren community
• What programs, activities, or opportunities it plans to provide
• Why the proposed advisor is a good fit
  
  
  

New Organization Probationary Period

Newly registered organizations may complete a two-quarter probationary period. During this period, the organization may be required to:

• Maintain and submit an updated membership roster
• Complete post-event reports
• Submit and review quarterly budgets
• Meet regularly with its advisor or Warren College Student Affairs
• Document its programs and impact on the Warren community

At the end of the probationary period, organization leaders may be asked to submit an executive summary containing:

• An active membership roster
• A budget summary
• Program evaluations
• A statement describing the organization’s impact

Warren College Student Affairs and Warren College Student Council will review these materials and recommend whether the organization’s status should be confirmed, extended, or discontinued. The Warren College Dean of Student Affairs makes the final determination.

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).

Once approval is confirmed:

1. Meet with your advisor to discuss your plans for the quarter.
2. Update your organization roster.
3. Review the event-planning, budgeting, purchasing, and marketing sections of the Starter Guide.
4. Submit program and purchasing requests early.
5. Keep your advisor informed about meetings, events, leadership changes, and organization concerns.

Depending on your funding source, an organization representative may also be required to attend Warren College Student Council meetings and provide updates about the use of allocated funds.

Contact your organization advisor or email warrendean@ucsd.edu for assistance with registration.

Registration and approval requirements are governed by the Warren College Student Council Bylaws and Warren College Student Affairs.