Hello from the Leadership Engagement & Experiential Development team!
This email serves as the official reminder regarding the 2021 – 2022 Registered Student Organization (RSO) Re-Registration process. RSO Re-Registration will take place from August 1 – September 30. One organization officer should complete the re-registration form in its entirety via Hopkins Groups (groups.jh.edu). The officer completing the re-registration can save the form while it is in progress. To locate a saved form login to Hopkins Groups, select “My Surveys/Forms from the left menu, locate the form, then click “Edit” to the left. Once your re-registration form is submitted, a number of campus partners including SLI staff, campus sponsor, Category Coordinator, and Advisor will be notified to move your submission through the workflow approval process. The approval process can take a few weeks depending on a number of factors, but please know your organization’s page will remain active through that process. To ensure a swift approval process, check your Hopkins Groups Chat often if a campus partner asks for updates or additional information.
There is specific information that you should prepare before completing Re-Registration. Below is a checklist of important documents and information to collect:
- Primary annual budget source or primary support department/office (i.e. SGA, GRO, Academic Department, CSC, etc.)
- JHU Faculty/Staff Advisor name, email, campus department
- RSO Advisors are not currently required but will be required during the next re-registration cycle (2022-2023). We encourage you to search for and secure an advisor this academic year to ensure compliance in the future.
- Information about last year’s programming accomplishments as well as programming plans for this academic year
- Full Membership Roster using the template Excel file from the system.
- The organization roster template can be found on your organization’s page in the membership section under “Upload Members”. An organization officer can utilize this spreadsheet to upload the full roster at once using the directions on this page.
- Guiding document (i.e. constitution, bylaws, etc.)
- Further assistance on how to create this document can be found here.
Special Information for:
- LOCAL/NATIONAL/INTERNATIONAL AFFILIATED ORGANIZATIONS:
- Relationship Agreement that clearly indicates that your organization is in good standing with the governing organization. The document can be a note on organization letterhead or an email chain and should be signed by the governing organization representative. OR
- Memorandum of Understanding signed by the governing organization and JHU campus advisor/faculty/staff member. A Memorandum of Understanding is much more formal and may not be required of all organizations. Typically, a Relationship Agreement is enough. NOTE: Students are not permitted to sign official agreements on behalf of their organization/JHU.
- ACADEMIC & RESEARCH ORGANIZATIONS: a written commitment from the department administrators from where your organization receives its annual budget allocation. The letter should indicate the sponsoring department, student organization, academic year, and funding amount if it is known. Here is an example of what should be uploaded (Word Document).
Additionally, there are two required trainings to complete the 2021-2022 Re-Registration process. The first is “Registered Student Org (RSO) 101 Training” and the second is “Registered Student Org (RSO) Finance Training”. A list of all training dates and times are listed here or search the “RSO Training” event tag on the Hopkins Groups Event Page. Your Organization’s President and Treasurer are required to attend both trainings. Additional organization officers are welcome to attend but, SLI will only check and confirm that the President and Treasurer have completed the training.
To complete re-registration, login to Hopkins Groups (https://groups.jhu.edu), navigate to your organization’s home page, then select the “Group Re-Registration” link at the top of the blue box. If all necessary information is collected prior to starting the form, re-registration should take 15 – 25 minutes.
If you have questions, please email the LEED staff at studentorgs@jhu.edu. Thank you for your timely re-registration for the upcoming academic year.
Thank you, Leadership Engagement & Experiential Development
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