Update Listing
Online Student Organizations Recognition Instructions (Click here for printable version)
First, go to https://uaonline.alaska.edu/banprod/owa/bwgk2gid.P_DisplayID_Request to get your UA Username. Then send an email to the Assistant Coordinator of Student Organizations, at SOCoord@uaf.edu to register yourself as a user. Be sure to include your full name, UA Username, and student organization name.
Once you are registered as an approved user, you will receive a confirmation email.
Next, go to http://elmo.alaska.edu to set up your password. It will guide you through a short series of questions. Once you have your password you can go to http://www.alaska.edu/woodcenter/leadership/organizations/update/ and click on “Log In.”
Once you have your username and password you will be able to log-in and click on the name of the student organization listing you wish to update (for many of you there may only be one option).
Click “update student organization record” to get into your database. The chart below will explain what needs to be entered step-by-step. It is always a good idea to click on “update” often. At any time you can click on Email for Help and send your questions!
Once you have all your information entered and you are ready to submit for approval, click “Update” at the bottom of the record.
Click “Access Menu” on the left. Click on your student organization one more time. Click “Submit Student Organization Record for Approval.” This will automatically add your organization to our queue. These updates will be approved as quickly as possible and notify you via email whether you have been approved or need to add further information.
Helpful Hints for Using the Online Database:
- Remember your UA username is not the same as your UAF student id# or your computer username; go to https://uaonline.alaska.edu/banprod/owa/bwgk2gid.P_DisplayID_Request to determine your UA username.
- Grey fields will be filled in by the Leadership Program Office.
- Be sure to hit update whenever you are making changes to your record or you will lose the latest version.
- Every organization must update their record each fall (by October 1) in order to secure meeting space and be considered for Club Council and Community Contributions.
- Remember…the more complete your work, the easier it will be for us to approve your organization in a timely fashion.
- New student organizations should contact the Leadership Program office at 474-1959 or SOCoord@uaf.edu for information about additional steps necessary to become an active student organization.
- BE SURE TO UPDATE ALL CHANGES AS THEY OCCUR!!!!
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Field
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Description
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Additional Notes
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Preferred Name |
How is your group commonly referred to? |
This field may or may note match the System Name field. |
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All student organizations will be assigned a UAF email account. Once established you will be contacted with the login and password. |
You may opt to have these emails forwarded to other accounts. |
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Website |
List your official student organization website. |
Please contact SOCoord@uaf.edu if you would like more information on how to get a UAF website for your group. |
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Category |
Select one of the categories from the drop down menu. |
At this time, your group is limited to one category. |
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Type |
Select one of the categories from the drop down menu. |
At this time, your group is limited to one category. |
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National Affiliation |
If your group is nationally affiliated, please fill in that information here. |
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Would you like to have a Wood Center mailbox? |
Select yes or no…please consider this option carefully. |
Please note that if you choose not to have a Wood Center mailbox, we cannot guarantee that mail addressed to your student organization will be forwarded. You will be emailed your mailbox number if you select yes. |
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Account Number |
Enter your university account code here. |
Please call 474-5755 if you are uncertain of your account number. |
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Membership Dues |
Enter the total amount charged to your members for dues. |
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Weekly Meeting Information |
Provide your weekly or most regular meeting time and day(s) in the format shown. |
We will provide this information to interested parties as a way to learn more about your group. |
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Meeting Location |
Provide your weekly or most regular meeting location. |
We will provide this information to interested parties as a way to learn more about your group. |
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Picture |
Attach a picture or logo of your student organization in action. |
We would like to use these pictures to help advertise your student organization. |
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Description |
Provide a detailed description of the mission and/or major activities of your organization. |
This information will be included in all listings of your student organization. |
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Constitution |
Attach the most recent copy of your student organization constitution and by-laws. |
Remember that constitutions and by-laws need to be updated every three years. |
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Officers |
Click “edit officers” and add at least your president/primary officer and treasurer; all other officer positions are optional. |
You must include all contact information for each officer. |
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Reservationists |
Click “edit reservationists” to add at least two members of your student organization that you would like to grant permission to reserve space on campus for your group. |
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Members Total |
Enter the total number of members in your student organization. |
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Advisors |
Click “edit advisors” and add your student organization advisor and his/her complete contact information. |
At this time we highly recommend that campus clubs have advisors; however, it is not required. |
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Financial Reports |
TBA |
Enter all your financial transactions in this area. Note: You must manually adjust your balances. |