• Role of Officers
• What are Officers?
• Organizing a Meeting
• Transition Checklist

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Every organization is going to be different, which may mean that the title and duties of each officer may look very different from one RSO to the next. Here are some possible duties for each of the four primary officer roles:
President

• Preside at meetings
• Represent the RSO to the University Administration, SGA, and other organizations
• Execute the orders of the organization
• Appoint chairs and members of committees
• Have signature authority on checks issued by the organization (shared with Treasurer)
• Inform incoming officers of their duties

 
Vice-President

• Assist the President in their duties
• Preside at meetings in the absence of the President
• Establish, administer, and enforce attendance policy (if applicable)

 
Secretary

• Prepare agendas and keep minutes of meetings
• Handle RSO correspondence not under the purview of the President
• Check the RSO mailbox at least once per week
• Maintain accurate membership rosters
• Update and maintain all organization files

 
Treasurer

• Keep accurate records of the financial status and transactions of the RSO
• Receive and disburse RSO monies
• Have signature authority on checks issued by the organization (shared with President)
• Hold personal responsibility for any and all organization funds in their possession
• Represent the organization when requesting funds from SGA

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What Are Officers?

Officer Guide

Recognition Process
Any student organization may petition the Student Government Association for recognition. Organizations wishing to be recognized must agree to comply with the relevant guidelines, procedures, and policies of the Student Government Association, the Student Organization Advisory Board, and the Office of Student Involvement

1. Groups wishing to pursue recognition will complete the New RSO Application and submit it to the Graduate Assistant for RSOs in the Office of Student Involvement
   1. At the time of application, groups must have the following:
      1. At least 5 members. More than half must be UofL students
      2. An advisor. Must be 25 or older; may not be a student. (Exceptions may be made for doctoral candidates)
      3. A constitution

 

1. Applications and Constitution will be reviewed by the Graduate Assistant to RSOs for completeness and submitted to the Student Organization Advisory Board.
   1. If an application is not complete, the application will be reopened and the submitter will be notified by email of any changes that need to be made.

 

1. Completed applications will be reviewed by the Student Organization Advisory Board (SOAB), who will approve or reject applications based on the criteria set forth in the RSO Interest Guide.
   1. The SOAB will act on applications within 30 days of their receipt, excluding applications received during the summer term.

 

1. Approved applications will be submitted to the Student Senate at the meeting immediately following the Student Organization Advisory Board meeting. Organizations are not required to send a representative to the Senate Meeting.

 

1. Once an organization has been approved by both the SOAB and the Senate, the contact person for the organization will be notified by email by a member of the SOAB.
   1. The contact person or an officer must contact the GA for RSOs as soon as possible to schedule a meeting to orient the organization’s officer(s) to relevant policies and available resources.

 
How Does a Student Organization Become Recognized?

1. Complete the New RSO Application online at: https://louisville.campuslabs.com/engage/submitter/register/step/1?SubmissionId=31147501
   1. At the time of application you must have the following:
      1. At least 5 members. More than half must be UofL students
      2. An advisor. Must be 25 or older; may not be a student
      3. A constitution (see “How to Write a Constitution” for Constitution guidelines and requirements)

1. Completed applications will be reviewed by the Student Organizations Board, who will approve, reject, or request revisions based on the following criteria:
   1. Compliance with SGA requirements
   2. Completeness of Constitution
   3. Consistency of purpose with University policy

1. Approved applications will be submitted to the Student Senate immediately following the Student Organizations Board meeting. A representative of the organization must be in attendance when the application is brought forward for approval. Should your organization fail to send a representative, your organization will be placed on the docket for the following Senate meeting.
   1. A schedule of Senate meetings will be posted to the SGA website at the beginning of the Fall semester: www.uoflsga.org

1. Once the organization has been approved by both the SOAB and the Senate, the contact person for the organization will be notified by email.
   1. The contact person or an officer should contact SOAB as soon as possible to schedule a meeting to review RSO rights and responsibilities.

1. New RSOs must register a portal on Engage by the end of the semester in which they are chartered to retain “Good Standing.” Organizations who have not registered their portal by the end of the semester will be placed on “Probation.”

RSO Guidelines

RSO Guide

RSO Officer Transition Checklist
 Officer Information

• Submit contact information for new officers to the Student Activities Office
• Add new officers to the RSO Listserv
• Outgoing officers who want to be removed from the RSO Listserv should notify the RSO Staff
  

Programs

• Pass on information about the RSO Fair for the following semester
• Pass on information about the RSO Summit for the following semester
• Make sure to submit reservation requests for any large events (especially for Red Barn and SAC events)

Finances

•  Transfer bank account access to new treasurer
•  Transfer bank account information to new treasurer
•  If you applied for CPC funding, make sure new officers are aware of process to receive funding
•  Review budget for following year
•  Review account balance