Student Organization Registration and Training (SORT)

• Name of program  
• Registration: Purpose and Goals 
• Training: Purpose and Goals 
• Types of Student Organizations  
• Types of registrations 
• SORT: process and completion 
• Student organization status 
• Student organization type (tier) 
• Schedule for registration 
• Schedule for trainings 
• Training requirement of officers  
• Student Organization Resources (Engage Profile) 
• Communication plan 
• Frequently Asked Questions (FAQ) 

 

Name for Program  

The Student Organization Registration and Training (SORT) process provides an opportunity to educate and prepare student organizations leaders for their roles. To provide a more impactful experience to the student leaders, there will be a requirement of in-person trainings and online trainings. The SORT program is broken down into two parts: registration and trainings. The registration form will be completed on Engage through the student organization profile. Any member of the organization can complete the registration form. Registration will be available on Engage for 30 days. The trainings are offered to the executive board members – President, Vice President, Treasurer, and Secretary. The trainings are focused on general knowledge and practice of leadership, and role specific training topics. The trainings will be available to student leaders throughout the semester, with a specific schedule available on the website and on the events calendar on Engage.  

Student leaders are expected to complete the SORT process on their own time. Failure to complete the registration and trainings by the deadlines will result in a frozen status. Once student organizations complete the registration form, the student organization status will go from “active” to “frozen” to determine the completion of the SORT program. When the student organization officers complete the role specific trainings, the status will be moved back to “active” and the student organization will be in good standing with Student Involvement and Leadership for the academic year. 

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Registration: Purpose and Goals 

Purpose

Registration is an annual form that is completed through the Engage platform. By completing the registration form, student organizations are confirming that they have met the minimum requirements for a registered student organization, including but not limited to: completed elections, established an executive board, established an advisor, reviewed and updated the constitution, and have a minimum of six (6) members. There are five (5) open registration times throughout the academic year. Registration is to be completed before trainings. 

Goals

• Identify student leaders for the next academic year 
• Identify specific advisor for the student organization 
• Provide a comprehensive constitution and/or by-laws for the student organization 
• Establish the minimum six (6) members of the student organization on the roster 

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Training: Purpose and Goals 

Purpose

The trainings are designed to prepare and educate the leadership roles of the student organization for their term. Trainings will be completed in-person and online. Trainings are to be completed on an annual basis by the minimum required officers of the student organization tiers.  

Goals

• Assist students in the transition process of their leadership roles  
• Prepare students for their specific leadership positions through guided workshops and intentional trainings 
• Provide general knowledge of university policies and expectations to better serve their registered student organization 
• Promote education, awareness, responsibility, and positive experiences for the student organization 

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Types of Student Organizations 

Registered Student Organizations (RSO) 

Registered student organizations make up the majority of our student organizations established and housed in the Office of Student Involvement and Leadership. Student organization categories include academic, coordinating, cultural, faith based, fine and performing arts, honorary, media, political, recreational, residence life, service, and special interest. These organizations are responsible for their own goals, events and activities, and membership. Registered student organizations are free to exist and disband. RSO organizations will complete the RSO registration.  

New Student Organizations (NSO) 

New student organizations are organizations who are brand new or are returning organizations who have been inactive for three (3) or more years. New student organizations are free to exist and are fully responsible to establish their own goals, completing registration procedures and requirements, and recruiting enrolled students of the WSU community towards membership. New student organizations will complete the NSO registration.  

Sport Clubs  

The Sport Club program provides the opportunity to university students for recreation, competition, and instruction in a variety of active pursuits. Each club is responsible for its own governing and organization, allowing for student leadership development and growth. Sport Clubs will complete the RSO registration.  

Fraternity and Sorority Life Organizations (FSL) 

Fraternity and sorority life organizations include a community of the College Panhellenic Council, Interfraternity Council, and the National Pan-Hellenic Council who focus on a commitment to achieving excellence in quality of membership, academics, service, and programming, while leaving a legacy for the future fraternal community. FSL organizations will complete the CT registrationCalendar Term Registration. 

  

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Types of Registrations  

Registration is the first step in working towards an active status with the office of Student Involvement and Leadership for the academic year. Registrations are created for the purpose of showcasing the active student organizations on campus.  

New Student Organizations (NSO) 

Registration for new student organizations establishes a brand-new organization or a previously existing organization who has been inactive for more than three (3) years. Open registration is available at the beginning of fall and spring semester.  

Registered Student Organizations (RSO) 

Registration for RSO establishes the existence of student organizations who operate officer terms from August to May. Open registration is available four (4) times throughout the academic year.  

Calendar Term Registration (CT) 

Registration for RSO and FSL community establishes the existence of the student organizations who operate officer terms from January to December. Open registration is available from November to January. 
 

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SORT: Process and Completion 

All Registered Student Organizations (RSO) are required to complete the SORT program in order to obtain an active status. The SORT program includes the registration form and the required officer specific trainings. At the start of each open registration, student organization statuses will change from active to frozen on Engage. The frozen status indicates that not all requirements of SORT have been completed.  

Student organization leaders and advisors will receive regularly scheduled personalized email communication from the Program Manager of Student Organizations to provide updates on their progress and completion of SORT. Open registration and training deadlines are provided for 15 to 45 days, providing student leaders with the flexibility to complete the trainings on their own time. Trainings are provided to the officers both in-person and online.  

By achieving an active status, student organizations will be permitted to participate in campus- wide events and involvement fairs, reserve space for campus events and meetings, and obtain access to funding.  Failure to achieve an aActive sStatus results in restrictions to these activities. Continued failure to meet published deadlines will result in an RSO’s temporary suspension/disbandment. 

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Student Organization Status 

Student organization statuses are established in four parts by the Engage platform. To obtain active status, student organizations must complete all SORT requirements by each deadline.  

At the beginning of each open registration, all student organization statuses will change from active to frozen. The frozen status indicates that the student organization has not completed all SORT requirements. Upon completion of the SORT requirements, the student organization status will change back to active.  

Failure to complete SORT requirements after one (1) year will result the student organization moving to the locked status. After two (2) years of not participating in SORT, the student organization will result in the inactive status. If a student organization is placed on the locked or inactive status and wants to come back to the active status, the student organization leadership will meet with the Program Manager for of Student Organizations to discuss a plan of action.  

Active

This status indicates that the student organization is in good standing with the Ooffice of Student Involvement and Leadership, for the current officer term. Organizations in this status have access to reserving space on campus and funding.  

Frozen

This status indicates that the student organization has not complete the SORT requirements and has limited access to their Engage profile. Student organization leaders have access to only the registration and roster. Student organizations with the frozen status are not listed on the organization directory on the Engage platform, however the existing officers and members do have access to see the platform, and the officers can make edits or adjustments to the profile.  

Locked

This status indicates that the student organizations are on probation. Student organizations who have this status are not listed in the organization directory on the Engage platform. Like the frozen status, officers can still see the profile, but cannot make edits or adjustments to the profile. Organizations in this status cannot access an active registration, and members cannot leave the profile while in this status.  

Inactive

This status means that the student organization is inactive and does not exist on campus. In this status, documents within the profile will remain available, but the roster will be wiped out.  

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SORT Tiers 

NSO: New Student Organization

Upon completion of registration and training the NSO can participate in specific events like Fall Fest, Student Org Fairs/Expos, and April Craze, NSOs has have access to hold three (3) meetings during time of becoming officially registered., NSOs has have access to table for recruitment purposes only two (2) times during the registration and training process, working towards becoming an RSO.  

SORT Tier I

has a mission and/or purpose to support and advocate for a specific council, community, or group of students; holds general meetings; does not request funding through the Special Funding Committee (SFC); holds small events; may have a small executive board team; not required to obtain full constitution and/or by-laws; required to complete registration and specific trainings. 

Example: Dean Student Advisory Board, Residence Life & Housing Councils 

Minimum Requirements: 

• President and Treasurer 
• Full time faculty/staff advisor  
• Minimum of four (4) members 

SORT Tier II

has a mission and/or purpose for many categories and interests on campus; holds regular general meetings and executive board meetings; receives funding from either Student Organization Budget Committee (SOBC) or Special Funding Committee (SFC); holds low to medium risk level events and/or fundraisers; holds regularly occurring events; holds or participates in some off-campus events; travels; has a full executive board; required to have constitution and/or by-laws; required to complete registration and specific trainings. 

Example: Residence Life and Housing orgs, Sport Clubs, FSL, all other categories of student organizations Commuter Student Association, Honorary Fraternities 

Minimum Requirements: 

• President, Vice President, Treasurer, and Secretary 
• Full time faculty/staff advisor 
• Constitution, reviewed and signed by Executive board every two (2) years 
• Minimum of six (6) members 

SORT Tier III

holds a mission and/or purpose for large scale reasons on campus; obtains large budgets from the Student Organization Budget Committee (SOBC); has paid leadership positions; holds medium and high risk events; high visibility on campus; high accountability from university administration, campus community, and campus partners; medium- to high- level of involvement and organization size; serves and advocates for large communities on campus; required to have constitution and/or by-laws; required to attend additional leadership programs and/or trainings; required to complete registration and specific trainings 

Example: Coordinating organizations 

Minimum Requirements: 

• President, Vice President, Treasurer, and Secretary 
• Full time faculty/staff advisor 
• Constitution, reviewed and signed by Executive board each year 
• Minimum of six (6) members 
• 2-5 members must participate in Take Flight as a facilitator 

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Schedule for Registration 

Priority Registration: April 15th - May 15th  

• First registration opportunity for registered student organizations 
• Completing registration and trainings by this deadline permits the student organization access to participate in Do the U and Fall Fest 
• Student organizations must complete the registration application in order to participate in campus wide events 
• Failure to complete registration by Mayb 15th will result in a locked status until secondary registration opens. 

Secondary Registration: August 1st - August 15th  

• Second registration opportunity for registered student organizations 
• Completing registration and trainings by this date gives you access to participate in Do the U and Fall Fest.  
• Completion of SORT requirements by this deadline permits the student organization to request space for campus events and meetings, and to request funding through Student Organization Budget Committee (SOBC) and/or Student Funding Committee (SFC) 
• Failure to complete registration by August 15th will result in a locked status for the semester but will have accessibility to complete fall registration to obtain active status for the fall semester.  

Fall Registration: September 5th - September 30th  

• Third registration opportunity for registered student organizations 
• Completing registration during this time does not permit the student organization to participate in Do the U and/or Fall Fest, but does permit student organizations to participate in campus wide events throughout the fall semester 
• Failure to complete registration by September 30th will result in locked status for the semester, with accessibility to complete spring registration to obtain active status for the spring semester.  

Calendar Term Registration: November 15th - December 31st   

• Calendar term registration is for registered student organizations whose officers' function from January to December  
• Completing the SORT requirements permits the student organization to participate in campus wide events such as student organization fairs/expos and April Craze 
• Failure to complete registration by December 31st will result in locked status for the semester with accessibility to complete priority registration to obtain active status for the fall semester  
• This is a separate registration from the other registrations 
   

Spring Registration January 5th – January 30th  

• Early spring for registered student organizations who missed fall registration but are interested in being active student organization for the spring semester of the current academic year.  
• Completing registration and training early permits your participation in student organization fairs/expos and campus wide events such as April Craze 
• Failure to complete registration by Jan 30th will result in locked status for the semester but can complete priority registration April 15th - May 30th for the next academic year 
   

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 Trainings 

Trainings are available to all executive board positions. The President and Treasurer officers are required to complete trainings to obtain the minimum requirements for registered student organizations. Trainings will also be provided to executive board leaders, such as the Vice President and Secretary, when indicated on the registration application. 

Trainings are provided both in-person and online. All trainings must be completed by the indicated deadline in order to participate in campus wide events.  

The in-person training, “Intro to Student Orgs,”, will be offered three times a week during the open training schedule, via WebEx and will be a 15- minute live -presentation. Student leaders can RSVP on Engage for the specific dates of the training they want to attend. Online trainings will be provided through a form on Engage where students can complete the trainings are at their own leisure. Online trainings can take anywhere from 15 minutes to one1 hour to complete. For attendance purposes, the student leaders will complete a form on Engage during all training session to answer questions and participate in the training information provide. The trainings are designed for the student leader to participate and answer questions based on their specific officer position and student organization, with intentional information and activities to complete for each training topic.  

Schedule

In-person and Online trainings are provided: April 20th - May 20th; August 5th – August 15th; September 5th - September 30th; November 15th - December 31st; January 5th – January 30th  .  

Please view the Events tab on Engage to view specific in-person training events.  
 

Requirements

Each registered student organization will be required to complete the following process in order to be eligible for active status. 

Registered Student Organizations (Tier I) 

Officer Position	In- Person Training	Online Training
President *	Intro to Student Orgs	Managing Engage; Policy & Procedures
Vice President	Intro to Student Orgs	Managing Engage; Policy & Procedures
Treasurer*	Intro to Student Orgs	Managing Engage; Policy & Procedures
Secretary	Intro to Student Orgs	Managing Engage; Policy & Procedures

* are required positions to meet minimum requirements 

Registered Student Organizations, Fraternity and Sorority Life (Tier II, Tier III) 

Officer Position	In- Person Training	Online Training
President *	Intro to Student Orgs	Intro to Leadership; Managing Engage; Banking with SIL; Policy & Procedures
Vice President	Intro to Student Orgs	Intro to Leadership; Managing Engage; Policy & Procedures
Treasurer*	Intro to Student Orgs	Managing Engage; Banking with SIL; Policy & Procedures
Secretary	Intro to Student Orgs	Managing Engage; Agenda and Meeting Minutes; Policy & Procedures

* are required positions to meet minimum requirements 

Sport Clubs (Tier II, Tier III) 

Officer Position	In- Person Training	Online Training
President *	Intro to Student Orgs; Sport Club Council Training	Intro to Leadership; Managing Engage; Policy & Procedures
Vice President	Intro to Student Orgs	Intro to Leadership; Managing Engage; Policy & Procedures
Treasurer*	Intro to Student Orgs; Sport Club Council Training	Managing Engage; Policy and Procedures
Secretary	Intro to Student Orgs	Agenda and Meeting Minutes; Managing Engage; Policy Procedures

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New Student Organizations (NSO) 

New student organizations are either brand new organizations to the Wright State University community, or are pre-existing student organizations who have not been active for 3+ years. The process that NSO completes acts as a prerequisite to become an active registered student organization. Upon completion of this process, the NSO will be reassigned as an active RSO and will complete the SORT process.  

Students interested in bringing a NSO to the Wright State University campus community should first review the list of pre-existing student organizations before submitting a NSO registration form. The NSO registration application is available on Engage and will provide information and instructions on how to complete that form. After the application is submitted, the student leaders of the NSO will receive an email communication from the Program Manager of Student Organizations to receive training timelines and information about NSO process. The student leaders will set up in-person trainings meetings with the Program Manager of Student Organizations and complete the required trainings. The student leaders are expected to actively meet with the Program Manager of Student Organizations throughout the semester to discuss the training topics and information, schedule space for the NSO to meet, and tabling events.  

NSO’s will have the opportunity to participate in the following items: 

• Three (3) scheduled meetings  
• Two (2) tabling events to recruit for membership 
• Participate in campus- wide events, such as: Fall Fest, April Craze, and additional student organizations involvement fairs or expos throughout the semester. 

Registration  

New student organizations will have the opportunity to submit the NSO registration application in the fall or spring semester. The NSO student organization leaders will spend the bulk of that semester completing the constitution, recruiting members, participating in meetings, and preparing to be a registered student organization at the next open registration. 

Requirements 

The minimum requirements of the NSO registration are as follows: 

• President* 
• Treasurer* 
• Full time faculty/staff aAdvisor 
• A minimum of four (4) members 

* the President and Treasurer are not permitted to be the same student for liability purposes. 

Timelines 

Fall Registration  

• Opens on Engage: Sept. 1st  
• Closes on Engage: October 15th  

Spring Registration  

• Opens on Engage: January 15th  
• Closes on Engage: March 1st  

Training  

NSO student leaders will complete the following trainings to prepare their organization to be a registered student organization (RSO).  

Requirements 

Officer Position	In- Person Training	Online Training
President & Treasurer*	Intro to New Student Orgs; Mission and Values	Constitution 101
Vice President	Intro to New Student Orgs; Mission and Values;	Constitution 101
Secretary	Intro to New Student Orgs; Mission and Values;	Constitution 101

 

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Student Organization Resources (Engage Profile)   

Purpose: This profile will be a one stop shop of the training information and resources that we provide to RSO leaders. As student organization leaders complete their trainings, they will be added to this profile on Engage so that they have a place to fall back on for educational information. This profile will be used to only provide resources and updates of information that will benefit student organization leaders. Policies, procedures, and information from the WSU/SIL website will also be used here in an effort to share and spread the wealth of knowledge from the hub or house of information.  

The Student Organization Resources profile is a compromise/idea from the old way of filtering folders to student organization profiles when we had OrgSync. Since we don’t' have that capability with Engage, this profile is our next best thing. This profile will be manageable because the roster will be wiped out at the end of every academic year. We also will add advisors to the profile so that they have access to the information as well.  

Resources to provide/include: Constitution, Engage Profile management, Fundraising, Elections, Marketing, Canva/Branding, Event processes, Event planning information, Funding information, Policies and procedures, Charges from event services, surveys, support programs (I.e.: blue print – student org specific trainings from Student Organization Summit)