Student Organizations 101
Whether you're just getting started or have leadership experience, this page is your go-to resource for navigating student organizations at the University of Houston-Clear Lake. Explore key information about GetInvolved, important deadlines, constitutions, advisor guidance, and more.
Want to start a New Student Organization?
- Browse GetInvolved to ensure that your new organization idea is unique and does not exist already.
- Gather at least 3 UHCL students interested in joining.
- Create an organization constitution utilizing the constitution guide.
- Elect officers. Organizations should have at least one primary and two secondary officers.
- Designate Faculty or Staff advisor. See more information about advisors.
- Great a logo.
- Register a new organization on GetInvolved.
- Primary and Secondary officers must attend the required registration workshop.
Once all requirements are complete, you will receive an email indicating your organization is registered for the following year. Registration submissions are reviewed by staff on a first-come, first-served basis as staff capacity allows.
For questions or to set up an advising meeting regarding starting a new org, contact getinvolved@uhcl.edu.
Returning Student Organization Registration
All organizations wishing to remain actively registered at UHCL must complete the registration process annually. Registration opens in March each year and closes on September 1st. These requirements may change annually, so stay in touch with Student Involvement and Leadership to know what is expected this year.
New officers should work together to complete the following steps during this time with support from old officers if necessary:
- Elect Officers for the following academic year. The new primary and secondary officers should lead the registration process, but the outgoing officers are encouraged to help as needed. Make sure to update your Rosters on GetInvolved and pass along all important documentation to the next group.
- Update your org constitution and honor cord point systems (if applicable). Ensure all edits are group decisions and not made by just one or two leaders. Have these documents somewhere you can access them when you get to step 3.
- Complete the Registration Form on GetInvolved. Once you're done with training, you're ready to officially "Re-Register" for 2025-2026 on GetInvolved! Go to your org home page and click "Register my organization." Only 1 officer should complete this for the group.
- Complete the Registration Workshop. The 2025-2026 primary and secondary officers should attend a Registration Workshop hosted by the Office of Student Involvement and Leadership Staff. The workshop will take about an hour and you will find valuable information about what it means to be a student organization here at UHCL and how to best utilize the resources that we offer.
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Await your Confirmation Email. Registration forms will be reviewed on a first-come, first-served capacity. Upon completion of the above steps, we appreciate your patience as we review materials and confirm your registration for the year.
Branding Requirements
Name Requirements
A Registered Student Organization is a student organization that has been registered with the Office of Student Involvement and Leadership but who is not funded by UHCL. No name (or design) can state or give the impression that the organization is a unit of the University of Houston-Clear Lake. An example of how a RSO's name can be written is listed below:
- Education Student Organization
- Education Student Organization at the University of Houston-Clear Lake
Logo Requirements
Official UHCL logos cannot be used as part of an official UHCL logo. If a UHCL logo is used on promotional materials, items must comply with UHCL logo use guidelines. Items must be approved by UHCL Brand Guide and a UHS-licensed vendor must be used to produce the item. UHCL Brand Guide will verify that the logo use does not misrepresent the RSO as an official unit of the university.
Student Organization Brand Guide Information
GetInvolved, the Hub for Student Involvement at UHCL
GetInvolved is UHCL's online platform where students can view events on campus and browse student organizations. Each student organization will manage their own GetInvolved page for the community to view for more information.
Advisors and student leaders alike should become familiar with navigating the platform. Advisors are required to have an account on GetInvolved and be listed on their organization's roster as "Advisor." Accounts can only be created by UHCL students, staff, and faculty.
A few resources on GetInvolved include:
- Annual organization registration
- Submitting event requests
- Updating membership rosters
- Housing important documents (constitution, advisor agreements, etc.)
- Signing up for Student Involvement Fairs/Organization Pop-Up's and more!
- Accessing important campus links (space reservations, food permits, and more)
For questions related to GetInvolved, check out the Help Center or email getinvolved@uhcl.edu.
Student Organization Definitions
Student Organization Type Information
Student Org Seasons
While each student organization has a unique life cycle, there are some events and processes led by the Office of Student Involvement and Leadership that student leaders should become familiar with.
Election Season: March-April
Spring is the time to elect new officers and begin the transition process. Outgoing and incoming leaders should meet to pass along essential documents, review the past year's events, share campus resources, and reflect on what worked and what can be improved. A strong transition sets the foundation for future success.
Celebrate Your Success
In February, student leaders and organizations are encouraged to apply for leadership awards. Winners are recognized at the Student Leadership Banquet in April—a special evening that includes dinner, awards, and a celebration of your hard work and achievements.
Registration and New Year Planning: May-July
To maintain active status for the upcoming academic year, all student organizations must complete the annual re-registration process during this period.
This is also the ideal time for incoming officers to prepare for the year ahead by:
- Hosting team bonding activities
- Participating in Orientation
- Creating a calendar of events
- Updating your GetInvolved page
- Reviewing and refining your organization’s mission and vision
Use the summer months to set your team up for a strong start in the fall!
Active Season: August-April
As new and returning students arrive on-campus at the beginning of each semester, we encourage all student organizations to recruit new members. While more new students typically begin at UHCL in August, many begin in January as well.
Student Involvement Fairs & Organization Pop-Up's
Student organizations can participate in the Student Involvement Fairs—an ideal time to recruit new members, promote events, and share what your org is all about. Engage peers with giveaways, interactive activities, and conversations about your mission.
Student Involvement and Leadership provides a tri-fold poster board and tablecloth to any organization that wishes to decorate and personalize their table.
Member Interest Meetings
After the fairs, hosting a Member Interest Meeting is a great next step. Use this time to dive deeper into your org's purpose, connect with potential members through icebreakers, and showcase your current team. This helps prospective members decide if your organization is the right fit for them.
General Meetings
To retain members, hold consistent meetings—weekly, bi-weekly, or monthly. Focus meetings on organization updates, planning upcoming events, and sharing information about workshops, speakers, or other organizational activities. Assign tasks to keep members actively involved!
Hosting Socials
Social events are separate from meetings and designed to build community and strengthen team bonds. Use socials for informal gatherings, team-building activities, and fun opportunities to connect outside of organization formal discussions.
Executive Board Meetings
Set a consistent day and time for your officer team to meet regularly—weekly, bi-weekly, or monthly—to plan and coordinate key organization business. Use this time to brainstorm ideas, organize events, create meeting and social media schedules, and handle administrative tasks. Regular meetings help keep your team aligned and productive.
Events!
Make sure your organization is hosting events where members can get involved, showcase what you're all about, and make a real impact on campus. Think about what your organization stands for, then create events that reflect those values. Whether it's fundraisers, networking mixers, inspiring speaker series, fun socials, team-building activities, or community service projects—the possibilities are endless and totally exciting!
Plus, don't forget: the Activities Funding Board may be able to help fund your events!
RSO Constitutions
All Registered Student Organizations should manage a constitution that outlines its activities, officers, and expectations as an organization.
- Download the constitution template (PDF).
- Include the two required clauses: Non-Discrimination and Anti-Hazing (can be found in the constitution template).
- A constitution should be treated as a governing document and will prevail in cases of disputes in organizational procedures.
- Any updates to the constitution should be submitted to the Office of Student Involvement and Leadership within 14 days of the change.
Elements to consider including in your constitution:
- Officer titles, expectations, and responsibilities
- General member expectations and responsibilities
- Election and officer transition processes
- Honor cord point systems
- The onboarding process for new members
- The process to remove an officer
- Financial processes
- The process to make updates to the constitution
- Conflict resolution processes
- Membership dues expectations (optional)
As an organization, you may want to address the reasons why a member could possibly be removed from your organization. For instance, if the member does not meet the minimum requirements for being a member indicated in your organization's constitution. If you choose to address the removal of a member then consider outlining the process in your constitution, including any procedural and notice requirements.
As your organization carries out organization business and you run into a situation you are not sure how to handle, consider adding a section to your constitution regarding that situation so that your future officers have more direction.
Organization Status
What is the meaning of my organization's status?
Your organization's status is determined by your compliance with the Office of Student Involvement and Leadership’s registration process
Active - Your organization has completed the full registration process, including submitting your application on GetInvolved, updating your constitution, providing an updated roster with your advisor’s information, and submitting all other necessary documents.
- Active organizations are awarded privileges, including receiving mail, reserving spaces on campus, advertising on campus through TVs and bulletin boards, hosting events, reserving carrel spaces in our Student Organization Center & Lounge, and so much more!
Frozen - Your organization hasn't yet completed the registration process or is missing a required document; some privileges (reserving spaces on campus, submitting events, etc.) listed above are unavailable. Email getinvolved@uhcl.edu for questions.
Working With Advisors
Student Organizations are required to have a faculty or staff advisor at UHCL. Student organization Advisors must have an account on GetInvolved and must be listed on their organization's roster as "Advisor."
Frequently Asked Questions
How do I find a faculty/staff advisor?
Your advisor can be any UHCL faculty or staff member that members of your group have made a connection with. This person will ideally feel connected to your organization mission and provide benefit by advising your group.
If your organization is affiliated with a national chapter, you may work closely with a representative of the organization who provides advising-like services. A faculty or staff advisor is still required in this case to provide an on-campus contact.
Why do we need an advisor?
An advisor can provide many benefits to your organization including:
- Experience in your area of interest
- A network in the field
- A neutral third-party in times of conflict
- A liaison to connect with the larger UHCL community
- A UHCL faculty or staff member in your corner
What should our relationship with our advisor look like?
Your relationship with your advisor may look however you would like! The President or Executive Team may set up weekly or bi-weekly meetings with your advisor to talk through upcoming projects, or your advisor can remain very hands-off and offer advice as you need it.
We encourage student organizations to set expectations of what the advising relationship will look like in action, using the Advisor Expectations Worksheet (Docx).
How do we designate someone as our advisor?
Meet with your Advisor and utilize the Advisor Expectations Worksheet (Docx). Upload it along with your annual re-registration application.
You should also add your faculty/staff advisor to your GetInvolved roster and designate them as your advisor. You may do this when you are re-registering your organization each spring, or do it throughout the year as changes occur.
Please email getinvolved@uhcl.edu if you have any updates to who your Advisor is.
What if we want to change our advisor?
An advisor serves a one-year term unless otherwise stated in an organization constitution. You are welcome to change who your advisor is at any time. Please reach out to us at getinvolved@uhcl.edu regarding steps to do so.