COVID-19 Frequently Asked Questions
Use the links below to jump down the page.
- Student Organization Center
- Reservations and Events
- Operating Resources for Student Organizations
- Student Organization Travel
- Awards and Recognition Programs
- Summer Student Organization Fair
- University COVID-19 Resources
Student Organization Center
Is the Student Organization Center open?
No, the Student Organization Center (UA9 2.112) is closed until further notice. Student Activities will continue to serve students virtually.
When is Annual Registration?
Student Organization 2020 Annual Registration will begin Wednesday, April 15, 2020. All student organizations must complete Annual Registration by Friday, May 29, 2020. Student organizations that have not completed the registration process by May 29, 2020 will be frozen and will remain frozen until Annual Registration is completed*. Frozen organizations will not have the privileges that are granted to student organizations, such as reserving rooms.
To complete Annual Registration:
- Go to www.hornslink.org, and log-in using your UT EID and password.
- Go to your student organization's page, and click "Manage Organization."
- Click the blue "Re-register this organization" button.
- Complete the form provided, and click "Submit."
- Pay the $20 Annual Registration fee. This can be paid:
- online at http://bit.ly/DOStxshop. Click "Annual Registration"; or
- with an IDT from your sponsoring department. IDTs can be emailed to email@example.com. Please include the following information:
- Student Organization Name:
- Department Name:
- Department Staff Member Authorizing Payment:
- Subject of Payment: Annual Registration
- Amount: $20
- Account Number:
- If your organization cannot pay the $20 fee at this time, you can defer the payment to the Fall. Please select "Defer payment to the Fall semester" on your Annual Registration application.
*Annual Registration is not complete until your submission has been reviewed and approved by Student Activities staff and your payment has been received. Please allow 2-3 business days for processing.
My organization is Frozen in HornsLink, what should I do?
Organizations are frozen for a number of reasons, including but not limited to: having less than three officers, less than 10 members, outstanding financial bill, failure to complete Safety Education and failure to complete annual registration.
If you are unsure if you've completed Safety Education, please visit the Safety Education Check Your Status page to verify. If your organization is marked "incomplete," email Safety Education with the full name of your organization to learn your next steps.
If your organization is marked "complete" please email Student Activities with the full name of your organization to learn how to resolve other issues.
My organization has a locker/office space in the Student Organization Center. Can I access it to gather my belongings? Do we have to move out when our lease ends on May 1, 2020?
No, student organizations are currently unable to access locker/office space due to UT's modified operating schedule. If specific materials within the locker/office are essential, please email Student Activities with detailed information to explore options.
2019-2020 office space leases are extended until further notice. Student organizations will be notified once campus reopens and a move out date is determined.
I applied for a locker/office space for the 2020-2021 school year. When will I receive notification about my application?
The 2020-2021 Storage Space Application process is on hold at this time. Student organizations may continue to apply for a locker or office space for the 2020-2021 school year. Storage space leases for the 2020-2021 school year will be adjusted accordingly.
I applied to register a new student organization. What will happen to my New Organization Application?
While our campus is offering modified service delivery and remote learning, the new organization application process is on hold.
You can have your application held until normal campus operations resume, or if you paid the registration fee, that fee can be returned to you. Having the registration fee returned has no penalty, and you will be able to submit your application again when we're back on campus together. Please email firstname.lastname@example.org if you would like to request a refund.
Otherwise, we can hold your application and registration fee to be applied when the new organization application process resumes.
Reservations and Events
What will happen to my organization's reservations for the spring and the summer?
All reservations and events on campus, both indoor and outdoor, through June 3 have been canceled, postponed or moved online. These include staff, faculty and student organization meetings, student programs and religious or cultural celebrations in addition to all athletics events and public performances. Reservations for summer 2020 are currently not being accepted.
Your organization should determine whether it will cancel, postpone or move meetings and events online. It should share these updates with its members and check-in with key organizational stakeholders to address outstanding payments, orders, or refunds.
See the Operating Resources for Student Organizations section for a list of resources for engaging with your organization. This resource is updated frequently.
When will the reservation system open for Fall 2020?
Space reservations for Fall Semester 2020 are now open. As a student organization, you have access to hundreds of reservable spaces across campus to help your organization host events and activities, recruit new members and promote your causes.
Please note, reservations may be modified or canceled due to altered building hours, physical distancing requirements, and/or university, city, county and state guidelines.
Below you will find a list of facilities that will be accepting fall reservation requests. Please refer to the information listed under each facility and contact them directly with any questions.
- 2609 University Avenue (UA9)
- To review all UA9 reservation policies and meeting room rules visit Meeting Rooms and Equipment
- General Purpose Classrooms
- Hogg Memorial Auditorium (HMA)
- Outdoor Space/A-Frames/Banner Space/Jester Concourse
- Student Services Building (SSB)
- Table Check Out at FAC and Gregory Gym
- University tables are available for use in the West Mall and Gregory Gym Plaza. These tables may be checked out from the Flawn Academic Center (FAC) and Gregory Gym, respectively. They cannot be reserved in advance. Updates regarding availability of tables in the fall will be outlined on Reservations and Publicity when available.
- The Texas Union (UNB)
- William C. Powers, Jr. Student Activity Center
I tried to submit a General Purpose Classroom request for Fall 2020 but my organization is not listed. Why?
Organizations not in good standing are frozen on HornsLink and will not be displayed as an option on the room reservation application for General Purpose Classrooms.
Organizations are frozen for a number of reasons, including but not limited to: having less than three officers, less than 10 members, an outstanding financial bill, failure to complete Safety Education, and/or failure to complete annual registration. If your organization is frozen on HornsLink, please email Student Activities to learn more about how to resolve the issue.
At this time, we do not know when student organizations will have access to room reservations again.
How can my organization connect with each other if our members cannot meet in person?
Our friendships and connections are more important than ever during challenging times like these. We encourage you to make plans with your organization to connect regularly using tools like Microsoft Teams, Zoom, or Skype. Even if we're not together, we can connect and support each other.
Operating Resources for Student Organizations
How can my organization use HornsLink to stay connected with our members and the campus community through events and meetings?
HornsLink has several tools and features that student organizations can use (some may not apply to your org). We've highlighted a few tools here:
- Host a Meeting/Event: If you are hosting an virtual meeting, you can promote it by Creating a New Event for Your Organization in HornsLink. This let's members and the UT community know that you are hosting a meeting and they are invited to attend. Note, when submitting online meetings/event, you must provide the meeting link to the platform (Zoom, Microsoft Teams, etc.) at the time of submission. Be sure to familiarize yourself with security and privacy tools of the selected platform to manage attendance and prevent disruptions.
- Host Your Organization Elections: See our HornsLink Election Guide under Student Elections on the Leading Successful Organizations page.
- Publish a News Story: Use the News Tool to share any updates or important announcements, such as applications or organization accomplishments (i.e. awards, recognition etc.). Don't forget, if your organization does "a member of the week/month" post on social, you can also post it on HornsLink.
- Add Photos: Show off the exiting things your organization has done by adding photos from past activities and meetings to your organizations profile.
I need help managing my organization. Are there any resources available?
We are here to help, and we know that leading a student organization can be challenging. You can email Student Activities to set up a Zoom meeting and/or visit our Leading Successful Organizations page for resources on the following topics and more:
- Co-sponsoring Events Checklist
- Constitution Writing Guidelines
- Financial Education Module
- Goal Setting Guide
- Running an Effective Meeting Guide
- Student Organization Elections Guide
The Leadership and Ethics Institute is also accepting requests for online workshops for your organizations.
Student Organization Travel
Can my student organization travel?
No. The university has prohibited university business travel, both domestic and international, through May 31, 2020. A decision will be made by April 30 about travel starting June 1 or later. The domestic travel ban includes car travel. Visit Texas Global for more information about international travel.
Also, stay up to date on travel guidelines, including the need to quarantine when traveling from a COVID-19 hot spot.
Awards and Recognition Programs
My organization participated in the 2019-2020 Pillars of the Forty Acres program. When will recipients be announced?
Recipients were honored at the Evening of the Stars celebration on Thursday, May 7, 2020. To see a list of recipients, visit the Pillars of the Forty Acres site.
My organization submitted a 2020 Swing Out Award application. When will recipients be announced?
Finalists and winners were honored at the Evening of the Stars celebration on Thursday, May 7, 2020. To see a list of finalists and winners, visit the Swing Out Awards site.
Usually other scholarships and award recipients are recognized at the Evening of the Stars celebration. Where can I learn more about those awards?
A full list off all scholarship and award recipients honored at this years Evening of the Stars celebration can be found on the program site.
Summer Student Organization Fair
Will there be an organization fair during each of the summer orientation sessions?
Student Activities, in partnership with New Student Services, is excited to offer your student organization the opportunity to meet new students and participate in summer orientation through virtual student organization fairs.
The Summer Orientation Virtual Student Organization Fair will take place from 3-4pm via Zoom on the following orientation dates:
- Session 1: June 8 and 9
- Session 2: June 15 and 16
- Session 3: June 22 and 23
- Session 4: June 29 and 30
- Session 5: July 6 and 7
- Session 6: July 13 and 14
- Session 7: July 20 and 21
- Session 1: June 25
- Session 2: July 9
- Session 3: July 16
Online registration will be open from May 11 to May 29, 2020 for all active student organizations. Please complete the Summer Orientation 2020 Virtual Student Organization Fair Registration form on HornsLink to register your organization!
University COVID-19 Resources
How can I stay up to date with the latest information regarding COVID-19?
The university is frequently adding new information, policies, and messages to the COVID-19 Updates website.
If you have questions about symptoms, transmission and prevention, or are looking for information about staying well while staying home, visit University Health Services.