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
- Campus Demonstrations
- University COVID-19 and Spring 2021 Resources
Student Organization Center
Is the Student Organization Center open?
Yes, the Student Organization Center (UA9 2.112) is open weekdays from 8am to 5pm by appointment only. Please contact us if you have any questions or to schedule an appointment.
When is Annual Registration?
Annual Registration for student organizations took place from April 1, 2021 – April 30, 2021. 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 organizations fairs, applying for the Swing Out Awards, being eligible for campus funding opportunities, and reserving campus space.
To learn more about completing Annual Registration visit: https://utexas.campuslabs.com/engage/news/221332.
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
Can my organization reserve general purpose classrooms?
Yes, student organizations are currently permitted to reserve general-purpose classrooms through the end of summer 2021 (August 24). Requests must adhere to the university's guidance for campus events and reservation policies outlined on the Student Activities Reservations and Publicity page for additional information. Space reservations for fall 2021 (August 25 – December 8) is scheduled to open at 10 a.m. on Tuesday, July 27, 2021. Fall requests submitted before that time will be denied.
What other indoor spaces are available for my organization to reserve?
Below you will find a list of common facilities that also provide indoor reservable space for student organizations to use. Student organizations are currently permitted to submit reservation requests through the end of summer (August 24). 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. Space reservation requests for fall 2021 (August 25 – December 8) is scheduled to open at 10 a.m. on Tuesday, July 27, 2021. Fall 2021 requests submitted before that time will be
- 2609 University Avenue (UA9)
- Hogg Memorial Auditorium (HMA)
- RecSports Facilities
- Student Services Building (SSB)
- The Texas Union (UNB)
- William C. Powers, Jr. Student Activity Center (WCP)
Can my organization reserve outdoor space?
Yes, student organizations are currently permitted to reserve outdoor space through the end of summer 2021 (August 24). requests for the semesters below must adhere to the university's guidance for campus events and reservation policies outlined on the Student Activities Reservations and Publicity page for additional information. Space reservation requests for fall 2021 (August 25 – December 8) is scheduled to open at 10 a.m. on Tuesday, July 27, 2021. Fall 2021 requests submitted before that time will be denied.
Can my organization table on campus?
Yes, student organizations are permitted to table. They may bring their own table or reserve a University Table (if available). See our tabling on campus page for additional information.
Operating Resources for Student Organizations
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, etc. Even if we're not together, we can connect and support each other. 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: 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
- Planning a Virtual Meeting
- Recruiting Members
- Student Organization Elections Guide
- Tips for Virtual Events
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 domestic travel for university business through August 31, 2021 and international travel through August 31, 2021. The domestic travel ban includes car travel. Visit Texas Global for more information about international travel.
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.
University COVID-19 and Spring 2021 Resources
How can I stay up to date with the latest information regarding COVID-19 and Summer/Fall 2021 planning?
Please visit the university's Coronavirus site for COVID-19 information and resources.
The Protect Texas Together site is the University's hub for fall planning and operations.