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Students: Campus Life and Student Support Services

Student Organizations Guidelines and Registration Process

Purpose

The purpose of student organizations at the University of Arkansas for Medical Sciences (UAMS) is to provide opportunities for the enhancement of academic, professional, and service aspects of student life through participation in group programs and activities. Every UAMS student has the opportunity to become involved in campus organizations.

Definition of a Student Organization

A student organization is defined as a group of five (5) or more currently enrolled UAMS students, faculty, staff and/or individuals from the community whose primary purpose is to support the goals and mission of the University.  Only students may serve as officers or have a controlling interest in the organization.  All organizations must have a designated faculty or staff member of the university to serve as advisor.  These organizations must adhere to expectations of the entire UAMS community, contribute positively to the campus and abide by all State laws and University policies. Student organization categories recognized by UAMS include Academic/Professional, Institutional, and Service Groups.

Types of Organizations

Academic/Professional

Academic/Professional organizations are student organizations and local chapters of National Organizations whose primary purpose is to support and enhance the academic goals of the University. Examples: American National Dental Hygienist Association; American National Medical Association

Institutional

Institutional organizations are student organizations that serve a primary function and help to support the mission and goals of the University. These groups, by nature of their design, are essential to the fundamental purpose of student learning. Examples: Associate Student Government (ASG); Graduate Student Association (GSA); College Class Officer Groups

Service Group

Service Group organizations are student organizations geared primarily to giving back to the community or serving the public. Examples: 12th Street Health Center, Global Health Interest Group

Registering an Organization

Anyone interested in starting an organization should contact the Office of Campus Life and Student Support Services, Student Center by calling 501-686-5654 or by visiting the CLSSS website at:  http://studentlife.uams.edu/ .

Criteria for Registration

Registration will be granted only to those organizations whose purpose and proposed activities are clearly related to the educational goals and mission of the University.

Registration Process

At the beginning of each academic year (September), an organization registration form should be submitted to the Office of Campus Life, along with a copy of the organization’s constitution/bylaws. Constitutions/bylaws are kept on file and should be updated annually. Forms must be signed by the organization sponsor/advisor.  Incomplete forms will not be considered.

To become a registered UAMS student organization, the following information must be submitted to Campus Life and Student Support Services Student Center Manager, on a registration form available at the link below.

https://students.uams.edu/campus-life/student-life/uams-student-organization-registration-form/

  1. Organization Name
  2. Sponsoring College/Dept.
  3. Type of Organization
  4. Mission/Purpose
  5. Fees, dues, or other funding sources
  6. Officer and leadership structure
  7. List of student membership
  8. Faculty Advisor
  9. Time and location of meetings
  10. Contact person (minimum of 3 contacts)

Completed registration forms

Completed registration forms and constitution/bylaws should be sent to:


Campus Life and Student Support Services
Student Center, Room #107
200 Hooper Drive, Little Rock, AR 72205

or


Campus Life and Student Support Services
4301 W. Markham, Slot 536
Little Rock, AR  72205 

After the registration form and constitution/bylaws have been submitted, the forms will be reviewed and filed in the Office of Campus Life and Student Support Services, Student Center.  The designated organization contact person will be emailed with additional information for the organization (event requests procedures, contact list) and the Student Organization link will be updated on the CLSSS webpage http://studentlife.uams.edu/

Registration shall be denied if the evidence shows that the proposed organization conflicts with the educational process of the university, including but not limited to:

  • The regular and orderly operation of the University
  • The requirements of appropriate conduct within the University community
  • The academic pursuits of teaching, learning, and other campus activities
  • The laws or public policies of the State of Arkansas and the United States
  • The statutes and regulations of the University.

Renewal Requirements

Registration forms should be submitted each year with updated officer names, membership count, etc… In addition, any changes to the organization’s constitution or local charter must be submitted through the procedures for registration. Constitutions are kept on file in the Office of Campus Life and must be updated annually.

Annual Reports

As part of the recognized student organization (RSO) renewal process, annual reports are required to ensure that student organizations are meeting expectations, assessing the activities they offer the campus, and reviewing feedback from members.

Annual reports are due at the end of each academic year and should be submitted electronically by uploading the excel document in survey monkey (see link below):

https://www.surveymonkey.com/r/3WBN2LZ

Each Spring, Campus Life and Student Support Services will send out the link to the survey along with the excel document with instructions and deadlines to ensure that organizations are still active.

If your organization has not sponsored any events, programs, or meetings you will still need to upload the template with an explanation as to why you have not hosted any activities.

If you are planning an event that will happen after you submit this form, DO include it on the spreadsheet. Add/Estimate as much information as possible. DO include you club meetings on this form.

Best Practices:

  • Document within a week of each activity to ensure details are accurate.
  • Review your annual report with your advisor before submitting.

Note: Annual reports are required before an organization can be renewed for the following year. If organization leaders fail to renew their organization, the organization will no longer be active and lose their ‘recognized organization’ status at UAMS.

For more information regarding RSO guidelines and registration process, please click the link below:

https://studentlife.uams.edu/student-life/student-organizations-guidelines-and-registration-process/

Relation to UAMS, Use of UAMS Name/Logo

The Student Government Association and other student organizations are independent associations. They are not agents or representatives of the University of Arkansas for Medical Sciences and are in no way authorized or empowered to enter into any agreement, contract or understanding on behalf of UAMS.  Any provision or understanding that binds UAMS is null and void. UAMS is not responsible for injuries or damages to persons or property resulting from the activities of student organizations, or for any debts or liabilities incurred by such organizations.

Student organizations should contact the Office of Communications and Marketing at 501-686-8992 to request authorization to use the UAMS name or logo.

Non-Discriminatory Clause

UAMS strives to maintain and support an environment that promotes the free expression and exchange of ideas and viewpoints. All Registered Organizations and/or other students, faculty, and staff have the right to peacefully assemble on campus to meet those needs. The University asks that all students, faculty, and staff respect the rights of others to express their opinions, beliefs and views.

 No Student Organization shall discriminate against a qualified member of UAMS on the basis of their color, race, religion, creed, sexual orientation, national origin, age, gender, marital status, ability, or veteran status, and shall abide by the UAMS Anti-Discrimination Policy (Policy 3.1.10)

Misconduct

Student organizations whose members commit, encourage, condone, or contribute to violations of the institutional statues and regulations, the policies of the UAMS Board of Trustees, or the laws of Arkansas or the United States are strictly prohibited.

Any violation of the UAMS Basic Code of Conduct (Policy 4.4.01) or individual College Code of Conduct should be reported to the UAMS police within 24 hours (via phone, email or memo).

Event Requirements

All registered student organizations must adhere to the Campus Event Policy set forth by the university (Policy 3.1.47).  Registered Student Organizations, planning to host events with access to alcohol, are required to submit event requests to the Vice Chancellor for Campus Operations for approval.  This request should include the venue, description of event, time, date and contact person.  Request should be submitted two weeks prior to the date of the event. Please note, request does not guarantee approval.

Contact Information

For questions regarding the registration process and/or applications contact:

Student Center Manager 501-686-5654
Campus Life Student Support Services


To request approval for any event submit request via event form