Student Organization Re-Registration

All UTC student organizations are required to complete re-registration annually during the identified time periods for each academic year to maintain active status and campus privileges. Please find requirements for student organizations and re-registration below. Questions about the re-registration process for returning organizations can be directed to Sarah Daniels at [email protected] or Laura Petrus at [email protected].

Note: Organizations that do not complete registration by the annual deadline will be moved to Inactive status. Organizations that remain unregistered for two consecutive academic years will be moved to Archived status and may be required to complete the new organization registration process to return to active standing. If you are unsure of your organization's status and which process you need to follow, please reach out to the Center for Student Leadership, Engagement, and Community at [email protected].

Eligibility Requirements for Returning Registered Student Organizations

Returning organizations are expected to maintain the following requirements annually:

Membership

All student organizations, including fraternities and sororities, are encouraged to maintain a minimum of five (5) currently enrolled UTC students as active members. Membership in registered student organizations shall be limited to currently enrolled students of the University. Accurate membership records must be maintained in the organization’s MocSync page. Organizations will be required to update their MocSync roster to upload into the re-registration form using the steps outlined below in the Registration Resource Guide.

Eligibility for membership or appointed or elected student officer positions in all student organizations shall be open to all full-time or part-time UTC students and may not be limited on the basis of race, sex, color, age, religion, national origin, marital status, sexual orientation, physical or mental handicap, ancestry or medical condition, except as explicitly exempted in federal law. Additional membership requirements are left to the discretion of the individual organization if they do not violate University, local, state or federal laws or guidelines.

Constitution and Bylaws

All student organizations are required to present an up-to-date constitution/bylaws. You will be asked to attach a copy during the annual organization registration process. Fraternities and sororities may be required to submit the equivalent from your national affiliates or other pertinent information. The constitution/bylaws attached in registration will be automatically added to the Documents section of your MocSync page and will be visible to all users.

The constitution should contain the following information:

The name of the organization
A statement of purpose for the organization
Membership eligibility requirements
A listing of officers by title and any special functions of the officers/positions
A statement of the terms of the officers and the time and methods for election
Frequency of meetings
A statement detailing any membership dues, including the amount and frequency of payment and provision for the disposition of any funds (in the event of dissolution of the organization)
Provision for the faculty/staff advisor(s)
A dissolution clause
Any other provision relating to the purpose and function of the particular organization

Note: Eligibility for membership or appointed or elected student officer positions in all student organizations shall be open to all full-time or part-time UTC students and may not be limited on the basis of race, sex, color, age, religion, national origin, marital status, sexual orientation, physical or mental handicap, ancestry or medical condition, except as explicitly exempted in federal law. Additional membership requirements are left to the discretion of the individual organization if they do not violate University, local, state or federal laws or guidelines.

A constitution template can be found in the Student Organization Manual.

Faculty/Staff Advisor

All registered student organizations are required to have an advisor. Any full-time UTC faculty or staff member may serve as an advisor for a student organizations.

UTC faculty and staff members who serve as organization advisors are considered Campus Security Authorities and are required to complete Clery CSA Training.

Exception: Organizations recognized by UTC as a Fraternity/Sorority or a Campus Ministry may have an off-campus advisor in lieu of a UTC faculty/staff advisor if said advisor is appointed by their inter/national headquarters/governing entity. Documentation of appointment may be requested prior to granting this exception. Additional steps are required for a student organization to be recognized by UTC as a Fraternity/Sorority or a Campus Ministry.

2026-2027 Student Organization Registration

Effective with the 2026-2027 Student Organization Registration cycle, organizations will be assigned to a registration tier based on their organization type, operational needs, planning cycles, and university processes. Instead of one shared timeline for all organizations, each tier has specific timelines and deadlines that better match that organization type.

Semester registration deadlines have also been added. Together, these changes balance flexibility with accountability and creates clearer checkpoints for organizations to confirm leadership, advisor support, and readiness to operate.

Organizations must pay attention to the timeline created for their assigned registration tier in order to complete the 2026-2027 student organization registration process. While registration timelines may occur at different points throughout the year, all organizations will have the same amount of time to complete registration once their assigned tier's registration window opens. Organizations that fail to complete registration within their tier's assigned registration window will be considered inactive and must wait until the next available registration cycle to regain active status.

Registration Tier Assignments and Deadlines

Tier 1: SPSF Funded Organizations

Tier 1 includes organizations that receive an annual budget allocation from the Student Programs and Services Fee. These organizatoins must complete registration by the assigned deadline in order to receive their FY27 budget allocation, maintain active status, and operate at UTC.

Tier 1 organizations include:

Freshman Senate
Graduate Student Association
Mocs News
The Perch
Sequoya Review
Student Government Association
The University Echo

Tier 1 Timeline:

Registration Open - May 11, 2026

Priority Deadline for Continued Operations - June 12, 2026

Registration Form Deadline - July 10, 2026

Fall Final Deadline - July 24, 2026

Tier 2: Fraternities and Sororities

Tier 2 includes social fraternities and sorority chapters recognized by the Center for Student Leadership, Engagement, and Community. These organizations must complete registration by the assigned deadline to maintain active status and operate at UTC. FSL Councils, including NPHC, IFC, and Panhellenic are assigned to Tier 3.

Tier 2 Timeline:

Registration Open - May 11, 2026

Priority Deadline for Continued Operations - June 12, 2026

Registration Form Deadline - July 10, 2026

Fall Final Deadline - July 31, 2026

Tier 3: General RSOs, Club Sports, and Campus Ministries

Tier 3 includes all other returning student organizations that are not assigned to Tier 1 or Tier 2, including Club Sports, Campus Ministries, and FSL councils such as NPHC, IFC, and Panhellenic. Organizations in this tier must complete registration by the assigned deadline to maintain active status and continue operating at UTC.

Tier 3 Timeline:

Registration Open - August 10, 2026

Priority Deadline for Continued Operations - September 11, 2026

Registration Form Deadline - October 9, 2026

Fall Final Deadline - October 30, 2026

Tier 4: New and Archived Student Organizations

Tier 4 includes organizations seeking registration for the first time or reactivating an Archived organization. These organizations must complete registration by their assigned deadline to obtain active status and operate at UTC.

An Archived organization is a student organization that has not completed the re-registration within two consecutive academic years.

The registration process for Tier 4 organizations varies slightly from the process for returning organizations. New and reactivating organizations should visit the new organization registration website for additional registration information.

Tier 4 Timeline:

Registration Open - August 31

Form Deadline: October 30

Fall Final Deadline: November 20

Registration Deadlines Explained

Registration Open Date

The Registration Open Date is the first day student organizations may begin the registration process for the upcoming academic term and is based on their assigned registration tier. Beginning on this date, organizations may access and submit required re-registration materials, including the registration form, advisor verification form, and any other required steps identified by our office. Opening the process on this date gives organizations time to review requirements, gather needed information, and complete the process in advance of later deadlines.

Priority Deadline for Continued Operations + Provisional Operation Periods

The Priority Deadline for Continued Operations is the date by which a returning student organization must have a fully completed and approved re-registration to continue operating with limited interruption. Because review and approval are part of the completion process, organizations should not wait until the deadline date to submit materials.

Provisional Operation Period: Organizations that are not fully registered by the first day of classes may operate only in a limited capacity for the purposes of organization recruitment until their registration is completed and approved. Organizations that remain incomplete by the Priority Deadline for Continued Operations will be moved to Frozen status and lose campus privileges.

Once the registration is completed and approved, the organization’s MocSync page will be returned to Active status and campus privileges will be restored.

Registration Form Deadline

The Registration Form Close Date is the deadline by which returning student organizations must submit the registration form for fall registration consideration. By this date, the organization must have submitted the registration form with all required information and completed any steps necessary for the form to be reviewed. Submitting the form by this deadline allows the organization to remain under consideration during the final review period leading up to the Fall Final Deadline. Submission by the form close date does not guarantee completion of re-registration if other required components remain outstanding or if the submission has not yet been approved.

Final Registration Deadline

The Final Registration Deadline is the last date by which a returning student organization may complete all required re-registration steps for the fall cycle. By this deadline, the organization must have a fully completed and approved registration on file, including:

a submitted student organization registration form with all required information,
a submitted advisor verification form from all UTC faculty/staff listed as advisors for the organiztion,
required participation in an 2026-2027 RSO Info Session by the president or vice president of the organization, and
any other required materials or actions identified by our office.

After the Final Registration Deadline, organizations that have not completed the process will no longer be eligible for fall re-registration through that cycle and must follow the next available process or timeline to regain active status.

What happens if I don't complete student organization re-registration by the final registration deadline?

Organizations who do not complete all registration requirements by the final registration deadline outlined for their assigned registration tier will be considered inactive and will not be able to reserve space, host events, or otherwise operate as a student organization at UTC. Organizations can regain active status by completing the registration requirements at the next available registration process/timeline.

Organizations who do not complete the annual re-registration requirements for two consecutive academic years will be considered Archived and will need to register as a new organization in order to move back into active status and be recognized by the university once again.

Re-registration Requirements for Returning Student Organizations

The re-registration process and deadlines for the 2026-2027 academic year are outlined below. All steps are required to complete the re-registration process:

Step 1: Identify your Organization's Assigned Registration Tier

Use the information listed in the section above to determine which registration tier your organization has been assigned to as each tier has a different registration window. Your organization must complete registration within the timeline outlined for your tier. If you have questions or need help identifying your assigned registration tier, please reach out to the Center for Student Leadership, Engagement, and Community at [email protected].

Step 2: Review the Student Organization Re-Registration Form Resource Guide

Prep for re-registration by reviewing the guide located further down on this page. This guide is designed to help you prepare for the information that will be requested in the re-registration form in MocSync. The guide outlines each page of the re-registration form and details what is asked for on each page.

Step 3: Submit the Student Organization Re-Registration Form in MocSync

The deadline to submit the re-registration form varies based on your organization's assigned registration Tier. Tiers are pre-determined based on organization type, operational need, and planning cycles.

Only the presidents and vice presidents of each student organization will have access to submit the re-registration form. Students must be in the appropriate position within the MocSync page, and those positions must have a position type of President or Vice President in order to access the re-registration form. If you need assistance getting appropriate access, please reach out to your organization advisor or email Laura Petrus in the Center for Student Leadership, Engagement, and Community at [email protected].

Note: Faculty/staff advisors will not have access to re-register the organization. Re-registration must be completed by the student leaders. Registration forms submitted by a user other than the identified president or vice president of an organization will be denied.

Once submitted, the Re-Registration Form in MocSync will remain PENDING until verification of submitted information and all other registration requirements have been completed. Once the re-registration process has been completed in full, the re-registration form will be Approved.

Step 4: Have your advisor complete the 2026-2027 Student Organization Advisor Verification Form and Clery CSA Training

Advisor Verification Forms must be completed by the Fall Final Deadline date identified for your organization's assigned tier. Tiers are pre-determined based on organization type, operational need, and planning cycles.

Each UTC faculty or staff member listed as an advisor will be required to complete the 2026-2027 Student Organization Advisor Verification Form for each organization they advise. The verification form serves as confirmation from the faculty/staff member that they have agreed to serve in the role of organization advisor for that year. Use the link below to access the form in MocSync. This will open the link in a new window. To share this link with your advisor, copy/paste the link directly from this website. Do not click on the link and then copy it from your browser.

2026-2027 Student Organization Advisor Verification Form

Each UTC faculty or staff member that serves as an organization advisor is a Campus Security Authority and is required to complete the annual Clery CSA Training. A link and completion instructions can be found in the Advisor Verification Form, linked above.

Note: Step 4 is NOT required for non-UTC affiliated campus ministries that have been granted an exception to the faculty/staff advisor requirement and/or for advisors of fraternities and sororities unless they are UTC faculty or staff members.

Step 5: Attend a RSO Info Session

Attendance at an RSO Info Session must be completed by the Fall Final Deadline date identified for your organization's assigned tier. Tiers are pre-determined based on organization type, operational need, and planning cycles.

The President or Vice President for each student organization must attend an RSO Info Session during the 2026-2027 academic year.

RSO Info Sessions will review campus policies/procedures, resources, and an overview of MocSync management tools. Click here to view the list of upcoming RSO Info Sessions. Pre-registration is required for each Info Session as space is limited. Info sessions will be held regularly throughout the academic year and will be added to that list as they are scheduled.

If you do not see any RSO Info Sessions offered or there is not one offered during a time you are available, please email [email protected] to schedule an individual session.

Student Organization Re-registration Form Resource Guide

This guide is designed to prepare you for the questions and information needed to complete the 2026-2027 Student Organization Re-Registration Form.

This guide is specific to re-registration for returning organizations and may differ from the registration form for new organizations.

Note: Once submitted, the re-registration form will be "pending" until all other re-registration requirements have been completed. The form will be "approved" upon completion all requirements for 2026-2027 student organization re-registration. Changes you make to some areas in your form (profile, categories, constitution) won't appear live on your MocSync page until your form has been approved. Timely completion of all re-registration requirements will minimize this delay.

Accessing the Re-Registration Form

The re-registration form can be accessed through your organization’s portal in MocSync by going into your portal and clicking on "Manage Organization" on the upper right side. On the next page, you should see the prompt to re-register. Please note: only specific officers within the MocSync portal will have access to this form (i.e. President, Vice President, Primary Contact, etc). If you are the organization representative who is assigned to complete this process but do not see the form, please reach out to Laura Petrus at [email protected] for assistance.

In the re-registration form, organizations will need to update profile information, constitution/bylaws, and the roster of current members, including current officers.

If you have trouble accessing your MocSync portal or do not see your organization in MocSync, please contact Laura Petrus at [email protected].

Page 1: Instructions

The Instructions page will outline all requirements for registered student organization at UTC and briefly outline next steps to complete the re-registration process after the registration form has been submitted.

Page 2: Re-Registration FAQ Form

The Re-Registration FAQ Form asks form submitters to review and acknowledge their understanding of registration requirements, expectations, and consequences of not completing the registration process.

Page 3: Organization Profile

The Organization Profile page gives form submitters the opportunity to review and update the profile information currently listed for the organization in MocSync including:

Organization Description Summary – The description summary appears underneath your organization name on the main organization directory page in MocSync to give users a preview of your organization. There is a 254 character limit.
Organization Description – The description appears on the homepage of your organization’s page in MocSync and is an opportunity to give more details about your organization. Include information like your organization purpose, goals, membership requirements, etc. It can be as long or as short as you want. You can stylize text and add hyperlinks.
Social Media Links – Include the URLs/Usernames for any social media platforms your organization exists on and those applicable social media icons will appear on your organization’s homepage underneath your description. If there are social media platforms you have that aren’t on the list, you can add those to your Organization Description.
Organization Contact Information – Share any relevant contact information that exists for your organization, but make sure to pay special attention to the email address listed and update it as needed. It is not required to add a street address or phone number. The information listed here will appear on your organization’s homepage underneath your description.
Additional Information – This information will appear on your organization’s homepage and helps interested students learn more about financial and time commitments that may be expected if they are interested in joining your organization.

Note: Changes you make to your Organization Profile won't appear live on your MocSync page until your re-registration form has been approved. The form will be approved upon completion of all requirements for 2024-2025 student organization re-registration. Timely completion of all re-registration requirements is important to minimize this delay.

Page 4: Organization Categories

The Organization Categories page allows you to add/remove all categories that fit your organization. Categories helps interested students find organizations that fit their specific interests:

Academic
Diversity/Cultural
Faith-Based
Honorary/Honor Society
Political
Pre-Professional
Recreational
Service
Special Interest

The Assigned Categories column on the right has the categories already assigned to your organization. Select a category from the Available Categories column on the left to add a category to your organization. Select a category from the Assigned Categories on the right to remove the category from your organization.

Community Assigned Categories: There may be categories not included in the list above that are assigned to your organization. These are assigned at the community level to organizations that meet specific eligibility requirements (i.e. Student Media, Fraternity/Sorority, Campus Ministry, Club Sports). If you remove one of those categories, you won’t be able to add it back.

Note: Changes you make to your Organization Categories won't appear live in the organization directory until your re-registration form has been approved. The form will be approved upon completion of all requirements for 2025-2026 student organization re-registration. Timely completion of all re-registration requirements is important to minimize this delay.

Page 5: Student Organization Additional Information

The Additional Information page asks questions for our office to learn how to best support you. Questions include:

Which one organization category best fits your organization?
In what month does your organization expect to host officer elections?
Does your organization have an off-campus bank account?
Does your organization own or rent any property that is used for any student organization purpose? If yes, what is the address?
What feature(s) of MocSync are most helpful to your organization?
What topics/areas would your organization be interested in receiving trainings or resources for?
In what way(s) would you prefer to receive trainings/resources?
What additional resources would your organization be interested in, if available.
- Note: not all of the resources mentioned in this question are available. We collect this information to learn what resources student organizations are most interested in as it helps us understand what resources to advocate for or connect organizations with if opportunities arise.

Most questions have built in options to choose from with an “Other” option for you to add additional answers not currently provided.

Page 6: Organization Primary Contact Information

The Primary Contact Information asks for the information of main points of contact for the organization. Please be prepared to provide the following information:

Name and UTC ID of Organization President(s)/Primary Student Contact
Name and UTC ID of Organization Vice President(s)/Secondary Student Contact
Name and Email of Organization Faculty/Staff Advisor(s)

Club Sports will also be asked to provide the following information:

Name and UTC ID of Organization Treasurer(s)
Name and UTC ID of Organization Safety Officer(s)

Campus Ministries will also be asked to upload a list of your ministry staff with titles and email addresses using this template. Campus Ministries will be asked for the name and email address of the Primary Campus Minister(s) in lieu of the Faculty/Staff Advisor.

This page will not be visible to chapters in our Fraternity and Sorority Life community.

Page 6: Chapter Information (Fraternities and Sororities Only)

This page will only be visible to chapters in our Fraternity and Sorority Life community. This page asks for the following:

Chapter Information

Chapter designation
Inter/national or local philanthropy/organization
How much are annual dues?
When and where are chapter meetings held?
What is the GPA requirement for active members?
How many service hours must each member complete per semester?
List of any other requirements members are expected to fulfill during the academic year

Chapter Officer and Advisor Roster Information

Name and UTC ID of Chapter President
Name and UTC ID of Primary Vice President
Upload your full officer roster including name, UTC ID, email, phone number, position title, position term end, and a brief description of each position's responsibilities using the Chapter Officer Roster spreadsheet template.
Name, email and phone number of Primary Chapter Advisor
Upload your full advisor team/advisory board roster including name, email, phone number, position title and if they work at UTC using the Chapter Advisor Roster spreadsheet template.
Does your chapter have a live-in facility?

Chapter Housing Resident Information

This page will only be seen if you selected "yes" to the question "Does your chapter have a live-in facility?" on the previous page.

Upload a list of all members who currently reside in the chapter facility including name, UTC ID, email, phone number and lease end term using the Chapter Residence Roster Spreadsheet.

Page 7: Organization Roster Form

The Organization Roster Form requires for you to make needed updates to your membership roster in MocSync. Once updates are made, you’ll export your roster and upload it into the registration form. Use these steps below to make the necessary updates and prepare to upload your exported file. Uploaded files that do not meet what’s outlined below in steps 6 and 7 will not be accepted.

Navigate to the roster in your organization management tools
Remove past members by selecting the checkbox to the left of a user's name and then selecting End Membership at the top. You can multi-select and end memberships for multiple users within the same page.
Invite members not currently listed using the Invite People button in the top right of the page. Members previously send an invitation will be show on the Pending tab of the Roster where you can delete or resend invitations. Follow up with pending members to accept the invitation.
Manage any prospective members listed in the Prospective tab by approving or denying those requests. The users listed in the Prospective tab are users that have requested to join the organization.
Update officers using the pencil icon to the right of a user's name and selecting/deselecting a position (selecting will add a user to that position; deselecting will remove a user from that position). Positions can be added/edited using the Manage Positions button in the top right of the page prior to adding a user to a position.
Download your updated roster by selecting the Export Roster button from the top right of the page once all roster updates have been made. Your downloaded file can be accessed in MocSync by selecting on your profile circle in the top right corner of the screen and selecting My Downloads. Selecting the appropriate file "Report - Organizations Rosters" to download the roster to your computer/device.
Save and upload your exported roster from MocSync into the upload box below. Upload your exported roster as is. Please do not make any edits to the exported spreadsheet. Any edits needed should be made in MocSync prior to exporting the roster.

Page 8: Upload Constitution - Bylaws

On this page, you’ll need to upload the most recent version of your organization’s constitution/bylaws. Past constitutions/bylaws on file for the organization can be found in your MocSync page in the Documents section. Please look at the document date to make sure you’re pulling the most recent version of your file.

If you are a UTC chapter of a national organization, please upload your chapter's bylaws into this section. Your chapter bylaws should be more specific to how your organization operates at UTC.

Your constitution/bylaws should include the following information:

The name of the organization
A statement of purpose for the organization
Membership eligibility requirements
A listing of officers by title and any special functions of the officers/positions
A statement of the terms of the officers and the time and methods for election
Frequency of meetings
A statement detailing any membership dues, including amount and frequency of payment and provision for the disposition of any funds (in the event of dissolution of the organization)
Provision for faculty/staff advisor(s)
A dissolution clause
Any other provision relating to the purpose and function of your organization.

Need to start fresh? Check out our constitution template located in the Student Organization Manual.

Note: Your uploaded constitution/bylaws won't appear live in your organization's Documents section until your re-registration form has been approved. The form will be approved upon completion of all requirements for 2026-2027 student organization re-registration. Timely completion of all re-registration requirements is important to minimize this delay.

Page 9: Affiliation and Additional Requirements (Club Sports Only)

This page will only be visible to organizations recognized as a Club Sport through Campus Recreation.

Club Sports Additional Requirements and Affiliation Information page outlines additional requirements and expectations needed by Campus Recreation. Be prepared with the following information:

Club Sports should be prepared with the following information:

Name, phone number, and email address of the National Governing Body that your organization is affiliated with (if applicable)
Name, phone number, and email address of any Community Groups that your organization is affiliated with (if applicable)
Name, phone number, and email address of any other type of organization your organization is affiliated with (if appliable)
Name, phone number, and email address of organization’s Coach (if applicable)

Club Sports will also be asked to review and acknowledge additional expectations of Club Sports set forth by Campus Recreation.

Page 9: Risk Management and Harm Reduction Form (Fraternities and Sororities Only)

This page will only be visible to chapters in our Fraternity and Sorority Life community.

The Risk Management and Harm Reduction Form helps us understand the processes each chapter follows related to social events, including events where alcohol is present, and should be informed by national organization policy.

Chapters should be prepared with the following information:

Name and contact information for officer/member who plans events
Name and contact information for officer/member who enforces and upholds chapter risk management policies
Does your organization require a guest list for social events?
How is attendance tracked at social events?
Does your organization have a guest to member ratio? If so, what is that ratio?
Where can you hold events with alcohol?
Does your organization require sober monitors for events with alcohol? If yes, what is the ratio or total number?
Does your organization require security at events? If so, how do you determine the number?
Does your organization require there to be "safe transportation" provided at events where alcohol is present? If so, how does your organization define "safe transportation?"
Does your organization allow events that are BYOB? If so, please list the rules/restrictions on the amount and/or type of alcohol that is allowed for each member/guest.
If the event is BYOB, what system is in place to monitor underage drinking?
Does your organization host events where alcohol is provided by a third party vendor? If so, how does your organization allow drinks to be purchased/provided by the third party vendor?
Does your organization allow hard alcohol to be present at BYOB events or to be served by third party vendors?
How much general liability insurance does your organization require the third-party vendor to carry?
Can your organization co-sponsor events with alcohol with other chapters?
Do any of your off-campus activities qualify as a Special Event per City of Chattanooga guidelines and require a Special Gathering Permit?
Do you need written consent to host the event/activity from the chapter advisor/graduate advisor?
How far in advance is event planning/registration paperwork due to your advisors and/or your (inter)national organization?
Does your organization require members to participate in, or have access to, training regarding alcohol safety, consent, and anti-hazing? If yes, what percentage and who is required?
Does your organization provide safety guidelines for hazing prevention measures for potential new members or new members related to social events? If yes, please provide that guidance.
How does the chapter plan to address emergencies that may take place during any chapter events?
Upload a copy of your risk management plan. This should be either the plan from your (inter)national heaquarters or a chapter based plan that has been approved by HQ or your chapter advisor.

LAST PAGE: Re-Registration Terms and Conditions Checkbox

On this page, the form submitter is asked to review and acknowledge awareness and understanding of the expectations of student organizations and MocSync.