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Information for New & Returning Seventh Student Organizations

students gathering

Photo was taken prior to the COVID-19 pandemic.

At Seventh College, we are excited to work with students to develop and sustain meaningful student organizations. Whether you are forming a new organization or pursuing leadership opportunities within one, our Student Affairs team is committed to supporting student groups.

General Information

Principle Members (PM)

Principal members (PMs) are Seventh College students that have committed to being involved in the operation of a student organization or group.

  1. PMs are are authorized to officially conduct business with the University (e.g., schedule events, reserve facilities, spend student organization funds).
  2. PMs assume responsibility for the financial status, actions, and programs of the student organization.
  3. They must consent to their contact information being shared with campus departments for official organization business including but not limited to: financial transactions, room reservations, access to required campus systems.
  4. The President, or designated PM, must update organization registration each time any of the PMs, their addresses or phone numbers change, and keep a current permanent/summer mailing address on file with the Dean of Student Affairs Office.
  5. PMs are listed on the Organization/Group Recognition Application and will be required to individually sign a DocuSign form acknowledging and accepting the responsibilities of being a PM before registration is complete.

Advisors

Seventh College professional staff members shall serve as primary advisors to all Seventh College registered student organizations and groups.

Advisors provide support for the development, management, and operation of student organizations. They provide access to information and resources, knowledge of institutional processes, support purchasing and business functions, and work with membership to provide professional and skill development.

Student Organization Constitution

When completing the annual Student Organization Registration process, all student organizations must submit an updated copy of their organizational constitution. The best constitutions are those that are clear, concise, easily implemented, and include guidelines for all of the organization's essential components.

As a general guide, a constitution must contain items 1-6, listed below:

  1. Name of the organization: A registered student organization shall not use the name of the University of California or abbreviations thereof as part of its name except in accordance with the campus regulations. The geographical designation at UC San Diego may be used by any student organization as part of its name without obtaining special approval.

  2. Statement of purpose: This section outlines the objectives of the organization and must include language confirming that the organization is not-for-profit. The statement of purpose should answer questions:
    1. What is the purpose of the organization?
    2. Will the organization seek to promote a specific topic or issue?

  3. The frequency of organization meetings

  4. The description of the election process and qualifications to hold office
    1. How are officers elected? Common answers include formal and informal elections and a majority vote of the membership which can be completed in-person or electronically.
    2. When are they elected (month), and for what period?

  5. The requirements for voting membership: Voting membership in Seventh College student organizations is generally open to all registered Seventh College students that are paying activity fees for the current quarter. Organizations should identify any additional requirements for membership (i.e. residing off campus could be a requirement for membership in a Commuter organization). Non-voting membership may be extended to non-Seventh students (example: students with a genuine interest in the organization who may be living in Seventh College but not a registered student)
    1. Include dues/fees, if applicable.

  6. The duties of the officers:
    1. How many officers are there?
    2. What are their titles and duties?
    3. Will the officers constitute an executive committee?
    4. Who is eligible for office
    5. When do officers assume their positions?
    6. How may officers be replaced or removed?
    7. A description of any ongoing, or standing, committees might also be included here

  7. Advisor: An advisor required of each student organization. This section should include specific advisory responsibilities, voting status, and term limitations, if applicable.

  8. Additional components for consideration:
    1. Financial Matters - How will the organization finance its activities? Will the organization submit a budget to the Seventh College Student Council?
    2. Affiliation with other organizations - campus, local, state, national, international

Forms

Campus Policies and Resources

Registering New Seventh Student Organizations

New Seventh College student organizations may submit registration materials at any time in Fall or Winter Quarters to be considered for recognition as a registered student organization for the academic year.

How To Register a New Seventh Student Organization

Requirements for Establishment:
  1. Organization must have three (3) principal members (PM) who are registered Seventh College students.  
  2. Two (2) members must hold the positions of President and Financial Officer*
  3. Organization must have one (1) non-student, Seventh College staff member as an official advisor
  4. Organization must have a constitution that outlines the organization's purpose, positions, and structure.
  5. Organizations may not concurrently be approved as registered organizations through the Center for Student Involvement (CSI).

* At all times, the President and Financial Officer positions must be held by Seventh College students. Organizations may have general members (non-principal members) that are undergraduate students from any College at their discretion.

Registration Process:

  1. Complete the Seventh College Student Organization Registration Form
  2.  All principal members (PM) listed on the Seventh College Student Organization form must accept the organization’s PM rights and responsibilities via DocuSign.
  3. All Organization advisors must complete the Advisor acknowledgement form via DocuSign
  4. Submit a  student organization constitution.
  5. Submit required materials (Items 1-4 above) to seventhstudentaffairs@ucsd.edu.
  6. All organizations must update contact information when any changes occur.

Probationary Period for New Organizations

To better support new student organizations, there will be a probationary period of two (2) quarters for all newly registered organizations. During the probationary period, organizations will be required to:

  1. Submit an End of Quarter report to Seventh College Student Affairs that details:
    1. PM and General Member roster changes and updated contact information
    2. Overview of events and activities that the organization has been involved in including but not limited to hosted meetings, events, programs, conference attendance, presentations, Seventh College and campus-wide collaborations.
    3. Budget documents including but not limited to funding requests made, funding requests approved, spreadsheet of expenses and income.

  2. Upon the completion of the two (2) quarter probationary period, the organization will be asked to schedule a meeting with the Seventh College Program Assistant and 7CSC Organization representative to review the organization’s status. In this meeting, the organization will be asked to:
    1. Assess successes, challenges, and opportunity for long-term support of the organization
    2. Discuss the organization’s impact in the Seventh College community

  3. Upon reviewing materials and meeting with the organization leadership, the Seventh College Program Assistant and 7CSC Organization representative will submit a recommendation to the Seventh College Dean of Student Affairs for a confirmation or denial of approved status, or extend the status of the probation period for the student organization.

  4. The Seventh College Dean of Student Affairs has final authority to confirm, deny, or revise the proposed recommendation.

  5. Once confirmed, the organization can continue to function with all the rights and privileges of a Seventh College student organization. This includes the opportunity to re-register as a returning student organization.

Approval Process

Applications will be reviewed by Seventh College Student Affairs staff for eligibility and completion.

The Seventh College Dean of Student Affairs has primary responsibility for the approval of all Seventh College registered organizations and groups. Organization approval occurs in coordination with the Seventh College Student Council and is managed by the Student Organization Representative.

Upon approval as a Seventh College student organization, all principal members must meet with the Seventh College Student Affairs staff to review organization rules and resources.

Registering Returning Seventh Student Organizations

Returning Seventh College Organizations (organizations that have been approved by Seventh College during the prior academic year AND have passed their probationary status) must register annually by the Friday of Week 3 of Fall Quarter.

How To Register a Returning Seventh Student Organization

Requirements for Establishment:

  1. Organization must have five (5) principal members (PM) who are registered Seventh College students
  2. Two (2) members must hold the positions of President and Financial Officer*
  3. Organization must have one (1) non-student, Seventh College staff member as an official advisor
  4. Organization must have a constitution that outlines the organization's purpose, positions, and structure.
  5. Organizations may not concurrently be approved as registered organizations through the Center for Student Involvement (CSI).

* At all times, the President and Financial Officer positions must be held by registered Seventh College students. Organizations may have general members (non-principal members) that are undergraduate students from any College at their discretion.

Registration Process:

  1. Complete the Seventh College Student Organization Registration Form
  2. All principal members (PM) listed on the Seventh College Student Organization form must accept the organization’s PM rights and responsibilities via DocuSign.
  3. All Organization advisors must complete the Advisor acknowledgement form via DocuSign
  4. Submit a  student organization constitution.
  5. Submit required materials (Items 1-4 above) to seventhstudentaffairs@ucsd.edu.
  6. All organizations must update contact information when any changes occur.

Approval Process

Applications will be reviewed by Seventh College Student Affairs staff for eligibility and completion.

The Seventh College Dean of Student Affairs has primary responsibility for the approval of all Seventh College registered organizations and groups. Organization approval occurs in coordination with the Seventh College Student Council and is managed by the Student Organization Representative.

Upon approval as a Seventh College student organization, all principal members must meet with the Seventh College Student Affairs staff to review organization rules and resources.

If you have questions about the registration timeline or need support forming a new student organization, contact Seventh College Student Affairs at seventhstudentaffairs@ucsd.edu.