Renewing Your Student Organization

Recognition & Renewal Update (Spring 2025)

Recognition & Renewal for the Spring 2025 Semester is OPEN. Deadline to submit Rec & Renewal for the 2024/2025 Academic Year is Sunday, March 2, 2025.

If you have submitted your Rec & Renewal and have not heard a response, email studentorgs@csueastbay.edu for updates. If you have completed Rec & Renewal for Fall 2024 your do not need to complete it again for the Spring 2025 Semester.

REMINDER CAMPUS IS CLOSED STARTING DEC 25 AND WILL REOPEN JAN 2.

Recognition and Renewal for (Current) Student Organizations

All student organizations must complete the Recognition and Renewal (Rec & Renewal) process every academic year (Fall - Spring) in order to be officially recognized by the university. Below are all the items that need to be completed for your organization to be listed as a Recognized Student Organization (RSO) through the Student Leadership and Involvement Center (SLIC).

Renewing your student organization's recognition is a three-step process. Completing this process will ensure that the student organization will have all rights and privileges for RSOs. If you have questions or concerns, contact studentorgs@csueastbay.edu.

RSO Privileges & Responsibilities

University Recognized Student Organizations

University Recognized Student Organizations have the following privileges:

Recruit members on campus
Hold meetings and other events on campus
Reserve and use university facilities and equipment
Have an on-campus banking account (AS account)
Apply for funding provided by the Associated Students, Inc. (ASI)
Hold a voting membership in appropriate inter-organizational groups
Receive mail in the Student Leadership and Involvement Center
Be included in the university's listing of Recognized Student Organizations
Have a portal on BaySync

University Recognition gives Student Organizations the following responsibilities:

Comply with all applicable federal and state laws and policies of California State University and CSUEB
Keep on file in Student Life and Leadership Programs a current copy of the constitution and/or bylaws of any and all organizations with which the RSO is affiliated; report all changes within 10 days of change
Carry out all activities in accordance with the RSO's bylaws
Report all officer changes to Student Life and Leadership Programs within 10 days of such changes
Have an On-Campus Advisor approved by Student Life and Leadership Programs
Have membership open to all matriculated, regularly enrolled CSUEB students, faculty, and staff; only student members may vote or hold office
Not to discriminate either in the content of bylaws or in practice against any person on the basis of race, national origin, religion, sex (except as permitted by law), age, physical disability or sexual orientation (California Administrative Code, Title 5, Section 41500; Education amendments of 1972, Title IX)
Adhere to CSUEB policy on hazing; no member of a recognized student organization shall engage in hazing, i.e commit or participate in any act that causes or is likely to cause bodily damage, physical harm, or personal degradation or disgrace resulting in physical or mental harm to any student or any other member of the California State University, Hayward community (California Education Code, Article 8, Sections 10851-10853); in cases of hazing, individuals, as well as organizations, are subject to University disciplinary action
Not to interfere with or disrupt the orderly conduct of university business
Exercise fiscal responsibility with the University, Associated Students, University Union, other auxiliary organizations and off-campus vendors

1. Recognition and Renewal Registration Form in BaySync

NOTE: The PRESIDENT (or equivalent position) should be the one completing this form. No exceptions.

Login to BaySync (https://mycompass.csueastbay.edu/s/baysync) with your Net ID and password
Navigate to “Forms” and locate the “BaySync” tab
Click on the form named [RSO] Recognition and Renewal Form for Student Organizations

Watch step-by-step how to complete the new Recognition and Renewal Form.

What information is the form asking for?

Complete the form with all updated and accurate information:

Student Organization Information
Officer Information
- The President and Treasurer are REQUIRED. You must submit ALL officer positions.
- Minimum of 5 officers and can add up to 20 officers
Advisor Information
- ALL organizations must have a CSUEB faculty/staff advisor
- Co-Advisors and Off-Campus Advisors can be added but are not required
Organization Goals
- Goals for the academic year and if the org plans to have any large planned programming, events with special concerns, or travel planned for the year.
Upload the Constitution and Bylaws
- The student org’s Constitution must include the following areas (similar or equivalent): Name, Purpose, Authority, Membership, Officer (duties), Selection Process of Officers, Meetings, Advisor, Banking/Finance, & Amendments.
- If the constitution is missing any required areas, the organization will NOT be recognized until documents are approved by SLIC. Click here for a Constitution Template to reference.

2. Complete Officer Training

All Presidents and Treasurers must complete Officer Training. Office Training will be done in a Canvas course which the President and Treasurer will be added to once the Rec & Renewal Registration Form is received and reviewed by SLIC. When completing the Canvas Course you will be required to complete each module with at least a 90% to move forward and complete the course.

Topics that you will be reviewing in the modules will be:

Becoming a Recognized Student Organization (RSO)
RSO Policies
Campus Policies
Events & Reservations
Finances / AS Accounts
Fraternity/Sorority Organizations* (for FSL orgs only)

Presidents and Treasurers will be the designated PAGE ADMINISTRATORS for the BaySync. They will be the person who has the ability to change page information, submit events/ reservations, post news articles, and add/approve members (for private organizations only). The organization can have up to three (3) additional officers to attend to receive Officer Training to be a designated Page Administrator.

The NAAT (Non-Discrimination Policy, Anti-Hazing Policy, Alcohol/Tobacco/Other Drugs Policy, and Title IX Policy) and Financial Agreement will be submitted via Canvas.

3. On-Campus Advisor Completes Form

Every student organization must have a CSUEB faculty/staff (or part of auxiliary) member that serves as the student organization’s On-Campus Advisor. The On-Campus Advisor must complete and submit the [RSO] On-Campus Advisor Form located in BaySync. This form is acknowledgement that they have accepted the responsibility of supporting and guiding your student organization.

It is the responsibility of the student organization to find an On-Campus Advisor and remind the advisor to complete the necessary form.

Student orgs can have Co-Advisors, both advisors must complete the [RSO] On-Campus Advisor Form. Off-Campus Advisors (alumni, nationals representative, etc.) are allowed but not required. The student organization must complete the [RSO] Off-Campus Advisor Form if the advisor does not have access to BaySync.

How to locate the forms:

Login to BaySync (https://mycompass.csueastbay.edu/s/baysync) with your Net ID and password
Navigate to “Forms” and locate the “BaySync” tab
Click on the form named [RSO] On-Campus Advisor Form or [RSO] Off-Campus Advisor Form

Note: If you are a CSUEB faculty/staff member who is having trouble accessing BaySync, we kindly ask you to submit a Service Desk Ticket to ITS to fix your access. We thank you in advance as we are trying to navigate the new platforms.