Online Registration FAQ
| Why can’t I access my group’s records on line? The system records information as entered by the group President at the time the registration application was last (re)submitted for review. (a) Edit privileges are limited to group Presidents although the Treasurer and three remaining Signatories have view access only. (b) Access to group records, however, is limited to those officers whose names were last recorded in the online registration system. (c) Regardless of position, access is always restricted to currently enrolled undergraduates. (d) Access is also denied to officers whose term of office has expired and (e) is temporarily denied while a registration application is undergoing review, whether after having submitted the application for the first time or after having submitted/edited information in response to a pending or incomplete registration notification. I submitted my group’s registration application a while back. Why hasn’t my group received registration consideration yet? Registration review begins only (a) once all five officers have accepted responsibility for the organization and (b) the application is marked completed (“Ready for Review”) by the online registration system, meaning that all required fields of information have been filled out. Keep in mind, however, that none of the officers will receive the message to accept responsibility—consequently, the system will never forward the group’s records for review—if the President forgets to click on the text that reads: “Attention. Click here for officer acceptance of responsibility” before exiting the system. Group Presidents—not the YCDO—are responsible for ensuring that a group’s records are ready for registration review. How can I check the status of my group’s registration application? A chronological record (date and time stamp) of all actions—acceptance of responsibility, changes, replies to pending notices, reviews, submission of information— taken by group officers or the Yale College Dean’s Office appears by clicking the “Status” tab on the upper left-hand corner of the group’s main records page. Most registration questions can be answered by reviewing the information contained in this section. The President is no longer enrolled or has since been replaced. How do I obtain access to the group’s records as the new President? Presidents should transfer responsibility (on line) for their respective groups before graduating, leaving office, or taking a leave of absence in order to ensure that the new President has access to the group’s records; otherwise, the incoming President will not be recognized by the system as having access/edit privileges. If this transfer has not taken place, you must contact the YCDO at 203-432-2908 for technical assistance. I would like to make additional changes to my group’s records. When and how do I do this? Organizations have the right to edit their registration records on line at the discretion of the officers and with the consent of group members. The online system instantly notifies the YCDO each time changes—additions, deletions, modifications—have been posted to any section of a group’s records. Access is temporarily denied whenever changes posted are under consideration, but is restored immediately once the YCDO has completed its review. This process is repeated each time the group President posts changes to group records. It is important to keep in mind, however, that such changes must not conflict with University policy or the Undergraduate Regulations. For this reason, modified records constitute a new registration application and will be subject to the same review criteria used when first considering organizations for registration approval. I received a “pending” notice indicating administrative issues or incomplete or missing information. What should I do? Registration reviews resulting in a “pending” notification are due to the submission of incomplete or missing information. They may also be the result of information that is inconsistent with or in violation of University policies or regulations. Help buttons “(?)” appear next to each field of information in the registration application to help guide the President in filling out and completing the registration application successfully. Officers of undergraduate organizations are also encouraged to consult “Appendix D: Manual for Registered Undergraduate Organizations” of the Undergraduate Regulations. I received a “pending” notice indicating possible non-compliance with federal or state tax regulations. What does this mean, and what constitutes a non-profit organization? With few exceptions, the majority of undergraduate organizations operating in Yale College are not recognized as nonprofit organizations, although they are expected to operate exclusively on a nonprofit basis. Nor does Yale University’s nonprofit status extend to student groups. This distinction becomes very important when soliciting funds from businesses or donors who expect to report their charitable contributions as a deduction when filing income tax forms. Incorporation requires the filing of forms as well as a disclosure of financial documents with the Internal Revenue Service and the Secretary of State. “Tax-Exempt Status and IRS Reporting Obligations," a basic summary of tax obligations that is not provided as legal advice nor meant to serve as a comprehensive report of all federal and state tax laws, is available here. Undergraduate organizations considering incorporation may also wish to contact the Yale Law School Nonprofit Organization Law Clinic, information on which is available here. |
Common Questions
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Yale & Beyond |
What constitutes/confirms registration approval?
There are three “virtual” ways an organization can confirm whether it is registered with the Yale College Dean’s Office: (a) the organization’s name will appear on the Official List of Registered Undergraduate Organizations, which is consulted by University departments when providing benefits/services to undergraduate organizations, including UOFC support; (b) the officers can access the “Status” tab on the group’s main records page; or (c) the President can check the automated message (confirmation of registration approval) sent to him/her by the online registration system. Please note that the list of organizations published on the University's front page is not maintained by Yale College and is therefore not an indication or confirmation of registration approval. Of course, the group can always contact the Office of Student Affairs (Yale College Dean’s Office) at 203-432-2908.
My organization is considering applying to the UOFC, but our application is still under review. Will we be able to apply before the next scheduled application funding deadline?
UOFC application funding deadlines always fall on a Monday. Organizations that are “Ready for Review” (see Question #2 above) by Noon on the Wednesday before the UOFC’s scheduled (Monday) deadline are given priority review status. This priority in registration review provides these groups 48 hours (Noon on Friday) to resolve any outstanding pending registration issues in order to facilitate their ability to submit their funding application (via YaleStation.org) by Friday or over the weekend. Groups whose registration application becomes “Ready for Review” after the YCDO’s Noon deadline (see Question #3 above) will not be considered for priority review: registration applications will only be reviewed as time and other YCDO commitments permit and may therefore require the organization to wait until the UOFC’s next funding application deadline.
I have reviewed this information, but am still experiencing difficulty submitting or editing information on line. What can I do?
The online registration system is quite robust and has been masterfully designed by ITS professionals. The overwhelming majority of registration difficulties that are perceived to be technical in nature are generally a product of a new President’s unfamiliarity with the features and processes involved with online registration. In fact, it is not uncommon for a President to learn from peers how to resolve a perceived technical glitch while awaiting response from the Yale College Dean’s Office. A technical glitch, while quite rare, does occur once or twice a year and is quickly attended to by ITS. If, after having reviewed this material, you should find that your registration problem has not been resolved, feel free to email Dean Edgar Letriz, Assistant Dean of Yale College & Assistant Dean for Student Affairs. Please keep in mind that online registration is one among many projects coordinated by the Yale College Dean’s Office. Absent unexpected developments or periods of high or priority activity that may cause a delay in registration review, every effort will be made to resolve your registration issue within a reasonable period of time.
