Dear Student Organizations,
As we begin to plan for a new academic year and settle into new hybrid routines, please visit the UCSF Coronavirus website for the latest updates on event guidelines. As previously mentioned, in-person events are now allowed. A summary of the latest event guidance is below. If there is anything Student Life can do to assist you, please reach out at any time.
EVENTS
Updated Event Guidance
- Submit an event request in the Group Portal for all in-person and virtual events
- For on-campus events, all participants must complete the daily health screening
- For on-campus events, masks are still required for indoor events (until further notice)
- For on-campus events, any non-UCSF event participants will require prior approval from the Recovery Operations Team (Student Life will assist with this approval process)
- Maintain accurate attendees lists for the event if contact tracing is needed
REGISTRATION
In accordance with University policy, Registered Campus Organizations (RCOs) must register annually. Registration is open now through September 30, 2021. Existing RCOs that do not renew by September 30 will be deactivated, have their existing events cancelled, and will not be able to apply for funding or utilize any other RCO benefits.
Renewal Registration Process for Existing RCOs [video]
- Log into the Group Portal through MyAccess
- Navigate to your organization
- Click on “Group Re-Registration”
- Review organization details
- Add five officers
- Please note, you may only list a UCSF student who has already logged into the Group Portal at least once.
- Fill out organization questions
- Please note, when adding your faculty advisor, you may only list a UCSF faculty or staff member who has already logged into the Group Portal at least once.
- Review and sign Terms & Agreements
- Click on “Submit”
Please note that your organization’s registration will not be processed until all five officers listed in the registration review the registration and complete the online orientation. All officers will automatically receive an email from the Group Portal to accept their officer position and answer the confirmation form.
Registration Process for New RCOs [video]
- Log into the Group Portal through MyAccess
- Click on the group symbol in the top navigation
- Click on “All Groups”
- Click on the applicable type of “Register new Student Group”
- Fill out each section, including:
- Name & acronym
- Category
- Logo
- Mission
- Add five officers
- Please note, you may only list a UCSF student who has already logged into the Group Portal at least once.
- Fill out organization questions
- Please note, when adding your faculty advisor, you may only list a UCSF faculty or staff member who has already logged into the Group Portal at least once.
- Review and sign Terms & Agreements
- Click on “Submit”
Please note that your organization’s registration will not be processed until all five officers listed in the registration review the registration and complete the online orientation. All officers will automatically receive an email from the Group Portal to accept their officer position and answer the confirmation form.
Additional Registration Requirements
- Academic RCOs must list a faculty advisor.
- All officers and members of Recreational RCOs must submit a participant waiver in order to complete their registration
- All officers and members of RCOs working with minors must complete an online minor training in order to complete their registration
Reminders for RCOs
Community Outreach & Health Fair Participation Requirements
Whenever a student provides health information, provides counseling or performs a hands-on procedure at any outreach or health fair event that is not part of a class, prior approval from the respective School(s) is required. To request approval, the student organization must complete the Community Outreach and Health Fair Participation request form at least three weeks in advance of the event.
Request Requirements
All requests (registration, event, funding, forms, etc.) must be completed by a currently registered UCSF student. Other UCSF affiliates may be active members of a student Registered Campus Organization; however, all forms and requests must be submitted by a current student member of the RCO.
Submission Deadlines
All funding and event requests must be submitted at least two weeks in advance of a RCO event. If a request is received inside the two-week window, it is not guaranteed that it will be processed in time. If requests are not processed before the event date, the event and/or funding request will automatically be denied.
Resources
- Student Organization Orientation
- Building Community Online
- Student Organization Funding Guide
- RCO Funding Guidelines
- Group Portal Quick Start Guide
- RCO Risk & Liability
- RCO Minor Toolkit
- Active RCO List
- Current Event Guidance
Questions
Please contact Student Life at anytime if you have any questions. Additional training videos may be found online in the Group Portal under Student Life.