In anticipation of the University's conversion to semesters, student organizations should plan to make some adjustments to their general operations.
Semester Town Hall Meetings
A forum to discuss the impact of the semester conversion on student organizations. This meeting is open to any student organization officer, member, or advisor. Sessions will be facilitated by a member of the Student Organization Team. The presentation from these Town Hall Meetings can be viewed here.
Registration Calendar
The following dates for registration will allow organizations to self-select their registration window. Groups may wish to adjust their officer transition period to more closely coincide with sending officers to training close to the start of their term of office. Organizations will select to operate in a registration year which begins/ends during Autumn semester, or in one which begins/ends during Spring semester. They must complete all registration requirements by the end of the window or will be listed as Inactive.
Spring Window: February 15 - April 30
Autumn Window: August 1 - October 15
An organization's line of credit in the Resource Room will reset on the last day of their self-selected window. Brand new student organizations with Pending status are able to access 10% of the total line of credit amount.
Operating Funds Calendar
March 15 - Last Day to Request Operating Funds for current Year
May 1 - Operating Funds Audit Deadline
July 1 - Operating Funds Requests open for upcoming Year
Programming Funds Calendar
November 15: Deadline for events occurring January 1 - March 15
February 1: Deadline for events occurring March 16 - May 31
April 15: Deadline for events occurring June 1 - August 15
July 1: Deadline for events occurring August 16 - October 15
September 1: Deadline for events occurring October 16 - December 31
Constitution Revisions
It is important that student organization constitutions are updated and accurate. Please carefully review your organization’s constitution this year for the following items:
Elections and Transitions dates
References to “quarters”
“SOURCE” references
Specific names of individuals
Finances
What updates do you need to make with your organization’s bank that will be affected by semesters? If your organization collects quarterly dues, that process and amount will need to change. Do you need to alert any national organizations you are affiliated with to amend reporting timelines?
Events and Programs
Consider your organization’s calendar of events and programs. What programs will need to be shifted from Spring to Autumn Semester? What events will need to be reconceptualized in a different time of year? How early do you need to start reserving space, indoors and outdoors, for your programs?
Questions?
If you have questions, please contact us at csls@osu.edu and we’ll be glad to help!