Register a Warren Organization
All Earl Warren College student organizations must register annually to update information, every FALL QUARTER by the end of week 2 in order to be considered a registered student organization for the calendar year. New student organizations may complete the registration process at any time in the year.
For a list of current Warren College registered organizations and groups visit out student organizations website.
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 2 of Fall quarter and meet the following requirements:
Requirements for Establishment:
- Organization must have at least two principal members (PM) who are registered Warren College students.
- Organization must have one non-student, Warren College staff or faculty member as an official advisor.
To register use these steps:
- Complete the online registration form. Forms will then be reviewed by the Warren College Student Affairs team, 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 and status of organizations.
- Connect with your advisor regarding organizational documents such as a constitution and/or mission and vision statements. Also discuss general body meetings, events, budgeting, as well as recruitment and retention at the start of each quarter.
- Submit your student organization roster to your advisor at the end of each quarter.
- Be sure to update contact information if changes occur and reach out to warrendean@ucsd.edu if there are any questions.
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:
- Organization must have at least two principal members (PM) who are registered Warren College students
- Organization must have one non-student, Warren College staff or faculty member as an official advisor
To register use these steps:
- Complete the online registration form. Forms will then be reviewed by the Warren College Student Affairs team, 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 and status of organizations.
- Connect with your advisor regarding organizational documents such as a constitution and/or mission and vision statements.
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Complete the Tell Us About Your Organization (PDF) questionnaire to help us understand your organization. Your answers will factor into the registration process.
- What are the specific reasons/needs for establishing a new Warren Organization?
- Will the new organization fulfill the needs of the Warren Community that are not currently addressed? If so, what needs will be met?
- How will the organization benefit the Warren Community?
- What types of programming/activities/opportunities will the new organization provide?
- For what reasons did you choose your advisor?
- Submit a preliminary budget to the WCSC Finance Chair.
- Be sure to update contact information if changes occur and reach out to warrendean@ucsd.edu if there are any questions.
Probationary Period
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- There will be a probationary period of two (2) quarters for all newly registered organizations. During the probationary period, organizations will be required to:
- 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 WCSC chair
- Evaluate their events using the post-event report provided by Warren College Student Affairs
- Submit and review a budget for each of the two quarters with Warren College Student Affairs and the WCSC WCSC chair
- 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 WCSC chair to review the organization’s status. In this meeting, the organization will:
- submit an executive summary report, to include:
- an active membership roster
- budget summary
- event evaluations
- statement of the organization’s impact in the Warren College community
- Upon reviewing materials and meeting with the organization leadership, the WCSC 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
- The Warren College of Dean of Student Affairs has final authority to confirm, deny, or revise the proposed recommendation
- 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
The registration materials will be reviewed by the Warren College Student Affairs team, 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.
Depending on your funding sources, one representative of the organization may need to attend Warren College Student Council Meetings (WCSC) to share updates and events regarding how the organization is using their approved, allocated funds.
- 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.
- PMs assume full responsibility for the financial status, actions, and programs of the student organization.
- 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.
- Student organizations may not be used as a conduit for personal financial gain or for the establishment of personal business.
Students must update organization roster frequently. Be sure to submit updated rosters to your advisor at the end of each quarter.
All Warren College organizations must have one non-student, Warren College staff or faculty member as an official advisor.
- Advisors are strongly encouraged to connect with the Warren College Coordinator of Student Activities frequently as they oversee many aspects of student programming and events at the college.
- Advisors are required to work with student organizations to ensure that they are following proper University procedures.
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:
- 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.
- 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?
- The frequency of organization meetings
- The description of the election process and qualifications to hold office
- Requirements for membership: include dues/fees, if applicable.
- 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?
- The duties of the advisor: include specific advisory functions, voting status, and term limitations, if applicable.
- 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.