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  Office of the Dean of Students -> Student Activities - Frequently Asked Questions

Frequently Asked Questions

Student Organization Center

   Is the Student Organization Center open?

Yes, the Student Organization Center (UA9 2.112) is open weekdays from 8 a.m. to 8 p.m. and Sunday from noon to 8 p.m. Please contact us for questions or to schedule an appointment.

   When is Annual Registration?

Annual registration for student organizations takes place each year during the month of April. All student organizations are required to register and/or renew their sponsorship annually. Organizations that did not complete the annual registration process during that time were frozen. Frozen organizations are still able to complete annual registration but will remain frozen until they have completed the process. Frozen organizations will not have the privileges that are granted to student organizations, such as participating in student organization fairs, applying for Swing Out Awards, eligibility for campus funding, or reserving campus space.

Learn more about Annual Registration on HornsLink.

   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.

Reservations and Events

   I need help planning our student organizations event. Are there any resources?

Yes, Student Activities has a number of resources available to student organization leaders to help plan a successful event. We encourage you to view the Student Activities Event Planning Resources page.

   Can my organization reserve general purpose classrooms?

Yes, student organizations are currently permitted to reserve general-purpose classrooms for fall 2021 (August 25, 2021 to January 16, 2022) and spring 2022 (January 17, 2022 to June 3, 2022). Requests must adhere to the university's guidance for campus events and reservation policies outlined on the Student Activities Indoor Space Reservations page.

   What other indoor spaces are available for my organization to reserve?

Campus facilities that provide indoor reservable space for student organizations to use are listed below. Some facilities may have limited or no availability due to their current operating status. Please follow the link to each facility to learn more about their policies and procedures, and contact them directly with any questions.

   Can my organization reserve outdoor space?

Yes, student organizations can reserve outdoor space for fall 2021 (August 25, 2021 to January 16, 2022) and spring 2022 (January 17, 2022 to June 3, 2022).. Requests must adhere to the university's guidance for campus events and reservation policies outlined on the Student Activities Outdoor Space Reservations page.

   Can my organization table on campus?

Yes, student organizations can table on campus. Organizations may bring their own table or reserve a University Table (if available). See the Student Activities Tabling on Campus page for additional information.

   How can my organization promote and advertise on campus?

See the Student Activities Promotions, A-Frames and Banners page for resources on how to promote your organization on campus.

Operating Resources for Student Organizations

   How can my organization connect with each other if our members cannot meet in person?

There are lots of reasons why all members may not be available to meet in person. Options to connect regularly include using tools like Microsoft Teams, Zoom, Google Duo, etc. See the Operating Resources for Student Organizations section for a list of resources for engaging with your organization.

   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: Hosts can promote meetings/events by Creating a New Event for Your Organization in HornsLink. This lets 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 (ZoomMicrosoft 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.).
  • 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 schedule a meeting to speak with a staff member on Microsoft Teams 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
  • Officer Transition
  • Planning a Virtual Meeting
  • Recruiting Members
  • Student Organization Elections Guide
  • Tips for Virtual Events

The Texas Leadership Education and Development is also accepting requests for online workshops for your organizations.

Campus Demonstrations

   Are students permitted to participate in demonstrations on campus?

Yes. Freedom of speech, expression and assembly are fundamental rights of all persons and are central to the mission of the university. Please see our Demonstrations by Students page to learn more about hosting a demonstration on campus.

Student Organization Travel

   Can my student organization travel?

Yes, domestic travel is currently allowed, and more information is available in the travel guidelines. Please note that all student organization travel requires approval. Current UT System policy states that all international travel must be essential and is considered High Risk through December 31, 2021. Visit Texas Global for more information about international travel.

University COVID-19 and Fall 2021 Resources

   How can I stay up to date with the latest information regarding COVID-19 and Spring 2022 planning?

Please visit the university's Protect Texas Together site, which is the hub for fall planning and operations, COVID-19 information, and resources.