Registered Student Organization Classification and Officer Eligibility

1. Purpose

At the University of Florida (UF), Registered Student Organizations (RSO) are governed by the Vice President for Student Life, who has designated the Office of Community and Belonging (Community & Belonging) to administer the RSO program. This Policy establishes rules for the classification of RSO and officer eligibility. These rules are intended to enhance experiential learning, improve the student experience, increase administrative efficiency, and ensure appropriate distribution of resources, programs, and benefits. The practice of registering student organizations is not an actual or constructive endorsement by UF of any RSO statement, idea, or conduct.

2. Applicability

This Policy applies to UF, its Direct Support Organizations (DSOs), and its affiliated legal entities. This policy does not apply to UF Health and its affiliated legal entities.

3. Definitions

CDU means a UF college, department, or unit.

Registered Student Organization (RSO) means a voluntary group of Students joined together by a common interest, cause, or mission which has applied to and been registered by Community & Belonging. RSO must meet Community & Belonging criteria and requirements to remain active and may receive RSO benefits and campus privileges when in good standing.

Student means any person currently admitted, enrolled, or registered for any UF program, regardless of the medium of the program, or degree-seeking status, or when not enrolled or registered for a particular semester, who is eligible to enroll in future terms without seeking readmission.

Volunteer means any person who, of his or her own free will, provides services to UF with no monetary or material compensation, on a continuous, occasional, or one-time basis. Please see the Volunteers Policy for more information.

4. Policy Statement

4.1. RSO Classification

Active RSO are classified into two distinct types based on their relationship to UF: General Registered Student Organizations (GRSO) or University Sponsored Student Organizations (USSO).

4.2. General Registered Student Organizations (GRSO)

4.2.1. GRSO Relationship to UF

GRSO are independent organizations with no legal affiliation to UF or any of its entities. Accordingly, any statement, idea, or conduct expressed by an RSO within this classification is its alone and not an expression of, or endorsement from, UF.

4.2.2. Mission and Purpose

A GRSO mission and purpose are established by and fulfilled solely through its student leadership and membership.

4.2.3. Eligibility for UF Benefits

1. General Liability & Workers Compensation Insurance: Neither the GRSO nor any of its members are eligible for coverage under UF’s general liability or workers’ compensation insurance.
2. Tax Exemption: GRSO are not eligible to use UF’s tax exemption.
3. University Marks: GRSO may not use any UF or University Athletic Association (UAA) names, trademarks, logos, or likeness without the express written permission of the UF Strategic Communication & Marketing Office or the UAA.

4.2.4. Eligibility for UF Resources

The following resources may be available to eligible GRSO:

1. Access to UF facilities as a Primary User as defined in UF’s Use of University Space Policy;
2. Participation in Student Organization Fairs and other Community & Belonging sponsored activities;
3. Recognition at the annual Community & Belonging Involvement Awards;
4. Access to Community & Belonging advising, staff, and resources;
5. Access to leadership training provided by Community & Belonging;
6. Access to office, locker, or mailbox space in the Reitz Union if available and otherwise eligible;
7. Access to Student Government funding if available and otherwise eligible; and
8. Access to catering scholarships for events through GatorConnect if available and otherwise eligible.

4.3. Affiliated Collegiate Program Vendor

4.3.1. Designation and Contracting Requirements for Affiliated Collegiate Program Vendor

UF may choose to contract with a GRSO to provide services to a CDU as a part of a recognized program that is affiliated with reputable collegiate student experiences. To qualify, the program must be designated by the Community & Belonging as an “Affiliated Collegiate Program,” and the GRSO must share the mission of the CDU and be chosen by the CDU to provide a service as a vendor (“Affiliated Collegiate Program Vendor”).

4.3.2. Eligibility Criteria for Affiliated Collegiate Programs

Affiliated Collegiate Programs and their Vendors must meet the following criteria:

1. Affiliation and Recognition
   1. The program is determined to be a collegiate experience offered or designed exclusively for UF Students;
   2. The program has been designed to include the oversight of a CDU with dedicated staff for supervision (in job description);
   3. The GRSO has a strong connection to a CDU governing body or association;
   4. The program must align with the CDU’s mission and strategic goals;
   5. The GRSO is not affiliated with any political or religious group or other faith-based organization;
   6. The GRSO does not participate in social activism; and
   7. The program, GRSO, and any affiliated governing body or associations have a strong national reputation that aligns with UF and national standards.
2. Signature Student Experience
   1. The GRSO offers a specific and unique co-curricular experience that complements or enhances the CDU’s current or future operations; and
   2. The GRSO has a history of promoting a positive campus environment, free of misconduct.
3. Organizational Structure and Sustainability
   1. The GRSO abides by a constitution and bylaws that have been approved by UF;
   2. The GRSO must participate in all required UF trainings;
   3. The GRSO has a dedicated advisor in the Division of Student Life or another CDU;
   4. The GRSO has a history of managing its finances responsibly, with UF’s oversight;
   5. The GRSO membership policies align with the respective CDU and UF policies;
   6. The GRSO is not receiving funding from Student Governments’ student organization Allocation Process during the semester in which the Affiliated Collegiate Program Vendor is providing a service to a CDU.

4.3.3. Affiliated Collegiate Program Vendor Relationship to UF

GRSO that are designated as an Affiliated Collegiate Program Vendor have a contractual relationship with UF and must comply with the terms of the legally binding agreement applicable to the Affiliated Collegiate Program and the services they are providing. The terms and conditions of an Affiliated Collegiate Program Vendor agreement are subject to the review and approval of the Office of General Counsel.

4.3.4. Eligibility for UF Benefits

Any benefits conferred will be specifically listed in the terms of the Affiliated Collegiate Program Vendor Agreement and may include one or more of the following:

1. Eligibility for UF space, equipment, or services privileges;
2. Eligibility for assistance from CDU financial officers;
3. Eligibility for dedicated organization space;
4. Eligibility for priority access to CDU space and facilities;
5. Eligibility for a campus-based bank account with UF oversight and restrictions (by CDU financial officers and advisors); and
6. Use of department logos for pre-approved programs, subject to final CDU approval.

4.3.5. Limitations

Affiliated Collegiate Program Vendors are not eligible to utilize UF’s tax exemption for purchases; may be responsible for maintaining its own liability insurance if specified in the vendor agreement; are not eligible to use UF’s marketing assets unless expressly stated in the vendor agreement; must store all UF purchases on campus or as specified in the vendor agreement; and may not enter into any agreements in connection with the affiliated collegiate program without UF’s or its CDU’s approval

Affiliated Collegiate Programs are not available to academic units and may not be used for academic purposes.

4.4. University Sponsored Student Organizations (USSO)

4.4.1. USSO Relationship to UF

USSO, unlike GRSO, are extensions of UF and serve one or more aspects of UF’s mission.

4.4.2. Mission and Purpose

A USSO’s mission and purpose are established by UF and the USSO must operate within the scope and function of its affiliated unit. Accordingly, it must follow all UF regulations, policies, standards, business practices, and other applicable rules. Moreover, USSO membership standards and operational policies must be set by its affiliated unit. Finally, UF may utilize USSO members as Volunteers under specific circumstances described below.

4.4.3. Eligibility for UF Benefits

1. General Liability & Workers Compensation Insurance: When operating on behalf of UF, USSO members may be designated as Volunteers and therefore eligible for certain insurance benefits. Please see the Volunteers Policy for more information.
2. Tax Exemption: USSO may be eligible for UF’s tax-exemption status for purchases connected to UF business.
3. University Marks: USSO may not use any UF or UAA names, trademarks, logos, or likeness without the express written permission of the UF Strategic Communication & Marketing Office or the UAA. The USSO may use the marks of its affiliated unit with prior approval.

4.4.4. UF Resources

The following UF resources may be available to eligible USSO:

1. Access to UF facilities as a Primary User as defined in the Use of University Space Policy;
2. Participation in Student Organization Fairs and other Community & Belonging sponsored activities;
3. Recognition at the annual Community & Belonging Involvement Awards;
4. Access to Community & Belonging advising, staff, and resources;
5. Access to leadership training provided by Community & Belonging;
6. Access to its affiliated units’ branding and marketing materials; and
7. Access to UF legal and business advisors concerning negotiations and contracts with third parties for goods and services.

USSO are not, however, eligible for resources allocated to Student Government for student organizations.

4.5. Registered Student Organizations

4.5.1. Relationship to UF

RSO members must not represent themselves as being affiliated with UF unless they are acting as Volunteers as defined herein. Please see the Volunteers Policy for more information. Moreover, an RSO cannot bind UF to any legal or financial obligation.

4.5.2. Eligibility for Classification as USSO

An RSO may be classified as a USSO under one or more of the following circumstances:

1. The RSO is directly affiliated with a UF unit or program;
2. The RSO’s mission, purpose, function, and membership are formally adopted by a CDU or program;
3. A UF unit or program provides an RSO with one or more exclusive benefits not otherwise available to other RSO (e.g., funds, space, storage, services, or permissions);
4. RSO members regularly represent UF at internal or external activities;
5. A UF employee is directly responsible for managing or overseeing an RSO;
6. UF provides training or development opportunities to RSO members;
7. An RSO’s mission, purpose, or function is dependent upon a given UF unit or program; and
8. UF considers the RSO essential to UF’s mission.

4.5.3. Classifications cannot be altered without written approval from Community & Belonging and the RSO’s affiliated UF unit or program. To change its classification, an RSO officer and subsequent advisors must meet with Community & Belonging staff and initiate a new registration.

4.5.4. An RSO must not misrepresent its classification or provide misleading or false information to Community & Belonging to obtain a specific classification or designation. Additionally, an RSO may not misuse UF resources.

4.5.5. The Vice President for Student Life has delegated all RSO authority to Community & Belonging. Accordingly, Community & Belonging may reevaluate an RSO classification at any time and may reclassify an RSO in its sole discretion. The Director of Community & Belonging shall have final determination of an RSO’s classification.

4.6. RSO Officers

4.6.1. Requirements

Only UF Students may participate as a member in an RSO. Each RSO must have three designated officers—a president, a vice president, and a treasurer. Each position must be held by a different individual at any given time.

4.6.2. Eligibility

To hold a designated officer position, a Student must:

1. Be enrolled as a degree-seeking student as defined by the Office of the University Registrar; and
2. Meet requirements for registration and academic standing as follows:
   1. Undergraduate Students must be registered for at least six credits in the Fall and Spring semesters (Spring and Summer for Innovation Academy Students), have a minimum 2.0 cumulative grade point average, cannot be on academic warning or academic probation, and otherwise must be in good academic standing;
   2. Graduate and professional Students must meet the requirements for part-time status for the graduate professional program in which they are enrolled, or be registered for six credits if appointed to a one-third or half-time graduate assistantship, have a minimum 3.0 cumulative grade point average, or at least the minimum grade point average required to remain in good standing with the graduate or professional program in which they are enrolled, cannot be on academic warning or academic probation, and otherwise must be in good academic standing; and
   3. Postgraduate Students must be enrolled for at least six credits and may not serve more than one semester while in postgraduate status.
3. Have no delinquent financial obligations to UF;
4. Remain in good standing with UF throughout the duration of the elected term; and
5. Meet any additional requirements, including enrollment and academic standing requirements established by the Vice President for Student Life.

Notwithstanding the above, the credit hour or GPA requirements to hold a designated officer position during a specific term may be waived or adjusted for the following circumstances:

1. Innovation Academy Students taking less than six credit hours during the Fall term;
2. Registered Students of the Disability Resource Center who have been approved for a reduced course load;
3. Students in their graduating term who are enrolled for three or more credits, but less than six credits;
4. Students enrolled in a program utilizing a pass/fail grading scale or first academic semester at UF (and, therefore, would otherwise have a 0.00 GPA); and
5. Students who are approved to enroll in another accredited college or university by a UF academic advisor due to limited course offering or course capacity at UF. Such credits must count towards full-time status and the Student must present documentation from the academic department demonstrating the required course was either not offered at UF in the current semester or is full during the semester.

Flexible learning courses will not be considered to satisfy the above requirements.

Each RSO must maintain up-to-date contact information for its officers through GatorConnect, UF’s student organization database.

4.7. Review and Adjudication of Officer Eligibility

4.7.1. Eligibility Audits

At the end of the Fall and Spring semesters, Community & Belonging must review the eligibility of currently listed presidents, vice presidents, and treasurers of every active RSO. Community & Belonging will notify ineligible officers via their primary UFL email address with the reason for the determination and instructions concerning how to resign their position or appeal the decision.

4.7.2. Appeals

Students who are notified that they are ineligible to be an RSO officer have ten business days from the date of the notice to submit an appeal as described below. Each appellant must comply fully with all instructions and provide all the requested information when submitting their appeal. This includes any supporting documentation such as transcripts or letters of support the appellant wishes to be considered. Students must file a separate appeal for each semester in which they are found ineligible.

4.7.3. Appeals Committee

Timely appeals will be reviewed by the Officer Eligibility Appeals Committee (Appeals Committee). The Appeals Committee is chaired by the Director of Community & Belonging or their designee, and must include at least one staff member from the Dean of Students Office, one staff member of Community & Belonging, one academic advisor, and two Students appointed by the Student Body President. Additional members may be appointed by the Appeals Committee chair at their sole discretion.

The Appeals Committee must meet at least once each Fall and Spring semester in which a Student has filed an appeal and may meet more often should the chair deem it necessary.

4.7.4. Appeal Decisions

The Appeals Committee will review submitted appeals at least once each Fall and Spring semester. Students must file their appeal as instructed in their ineligibility notice. Appeal decisions will be sent to the UF email address the Student used to submit their appeal. An appeal decision applies only to the semester in which it was issued.

4.7.5. Ineligible Students

Upon notice from UF that an RSO officer is ineligible to hold a given position—and the Student has waived or exhausted all available appeals—the Student must resign their position as officer immediately. The notice of ineligibility will include specific instructions for the Student to resign officially. Students are not required to disclose to their RSO why they are resigning their position or that UF found them to be ineligible. Should an ineligible Student fail to resign their position, however, UF will notify the RSO’s remaining eligible officers and the RSO’s faculty advisor of the officers disqualification and that the RSO must appoint a new, eligible Student to fill the position. An RSO that fails to timely backfill a required office position will be administratively deactivated by UF. To be reinstated, the RSO must re-register in the next registration cycle.

5. Policy Violations

The creation of and membership in an RSO is a privilege offered to students by UF. Accordingly, failure to comply with UF regulations and policies may result in disciplinary action including suspension of the RSO or its members, termination of the RSO, or expulsion of a student from UF.

6. References and Related Information

UF Student Organization Resources
GatorConnect – (UF Student Organization Database)
UF Student Organization Student Leader Training
UF Student Organization Advisor Training – Part 1 and Part 2
UF Student Honor Code and Student Code of Conduct
UF Student Body Constitution
UF Policy 11-029 – Volunteers Policy
UF Policy 4-011 – Use of University Space Policy

History