Hi Student Leaders,
I hope this message finds you well and in good health. As you know, Student Leadership and Involvement (SLI) launched a new Hopkins Groups system on August 1st. We are excited to bring registered student organizations (RSO) a new way to recruit, engage with members, store information, communicate, organize finances, and overall manage their group through this system! There is lots of important information in this email so please read thoroughly.
This email has the official information for the 2020 – 2021 Re-Registration process. Thank you to the groups who have begun the process already! RSO Re-Registration will take place from now until September 30. Moving forward, student organization re-registration will happen each fall from August 1 - September 30. One organization officer should complete the re-registration form in its entirety via the new Hopkins Groups system https://groups.jhu.edu. The officer completing the re-registration will be able to save the form while it is in progress. Once your re-registration is submitted a number of campus partners including SLI staff, sponsoring body, Category Coordinator, and Advisor will be notified to move your submission through the 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.
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, Academic Department, CSC, etc.)
- JHU Faculty/Staff Advisor name, email, campus department
- Information about last year’s programming accomplishments as well as programming plans for this academic year
- Full Membership Roster using the template Excel file
- The organization roster template can be found on your organization’s page in the membership section under “Upload Members”. An organization officer can then utlize this spreadsheet to upload the full roster at once using the directions on this page.
- Guiding document (i.e. constitution, bylaws, etc.)
Special Information for:
- LOCAL/NATIONAL/INTERNATIONAL AFFILIATED ORGANIZATIONS: a memorandum of understanding signed by the governing body and JHU campus advisor/faculty/staff member. 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 2020-2021 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 RSO 101 training opportunities are listed here or search the “RSO Training” event tag on the Hopkins Groups Event Page. The Financial Trainings will be posted within the next week.
Each organization is responsible for adding/uploading the full membership roster, organization documents, and to transfer any past information from the old Hopkins Groups system to the new one. The only information that will be transferred on behalf of organizations are past purchase records and new budget allocations.
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 page. If all necessary information is collected prior to starting the form, re-registration should take 15 – 25 minutes.
If you have trouble logging into the new Hopkins Groups system or have other questions, please email the SLI staff at studentorgs@jhu.edu. Thank you for your timely re-registration for the upcoming academic year.
Thank you,
Student Leadership and Involvement Staff
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