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Registration and Profile Updates

Here you can learn how to update your organization's profile (update officers, changes in constitution, advisor, etc.), re-register a current organization, or start a new organization.

Organization Profile Update (renewal)

Overview of the Process

1) You must be an administrator to renew your organization (i.e., update your organization's profile).  If you are not an PORTAL ADMIN, please fill out this request form to become the PORTAL ADMIN if you are the appropriate person in your organization.
2) Look in the left side menu and click Settings and then Profile in the top menu.
3) Insert new information and/or upload a new file.
4) Click on Next, insert information, and click Finish to submit the changes.


Re-register a Continuing Student Organization

Recognized student organizations (RSO's) at Georgia College are required to re-register annually with the Department of Campus Life utilizing the student organization management system (OrgSync).  Follow the steps below:

1. Only your organization's OrgSync portal administrator may complete the renewal process. It is expected that the current portal administrator will approve new administrators before leaving their role as portal administrator. However, should a portal administrator leave without appointing a new administrator, complete this request form to request the appointment of a new portal administrator.

2. WARNING: READ ALL OF THE INFORMATION BELOW BEFORE COMPLETING THE RE-REGISTRATION (RENEWAL) FORM; otherwise, you will have problems completing the form.

IF YOU HAVE NOT LOGGED INTO "PAWS" TO SET YOUR UNIFY PASSWORD, YOU WILL NEED TO DO THAT NOW BEFORE YOU GO ANY FURTHER. Go to http://paws.gcsu.edu and click on Paws logo and log in. Scroll down until you find Unify Menu. Click on Unify. Follow these instructions if you are setting up Unify for the first time (a new window will open so you can easily return to this page).  After following these instructions, you will be inside of OrgSync.

A. Once you are in OrgSync, hover over Organizations and select your organization. You will see the following statement at the top of the page:

    "A community administrator has requested that you update your organization's profile. You can update
     your organization's profile here."

Click on the link and it will take you to your organization profile. From there press the "Update and Renew Profile" button at the top of the page.  Much of the profile info will be shown when people view your organization from the University's main website.  Please make sure that the information provided is helpful to someone not familiar with your organization.

If you do not see the statement above along with the link, the PORTAL ADMIN can do this process manually by clicking Settings in the left menu and then Profile in the top menu.

B. You will need to collect the following information before you complete the form:

1. Upload a picture related to your organization (the image must be 150px X 150px).  Please make sure the picture fits correctly in the box.  This picture is the outward symbol of your organization.  Your organization will not be approved until an acceptable 150x150 picture is uploaded.  

2. Please insert a description of your organization.  Remember, non-members will be reading this information.

3. Insert keywords associated with your organization...this helps people find your organization faster using the Search feature.

4. If your organization already has a website, please insert the correct web address.  This link will be shown publicly and will allow students to visit your webpage.  If you don't have a website, you can establish one inside of OrgSync if you desire (click Settings-->Permissions---scroll down and turn website to ON...it will now appear in your left menu).

5. You will need your organization's email address and mailing address. If you would like to receive your mail at the Student Activities Center, please contact the Campus Life Business Manager @ (478) 445-4027. They will establish a location for your mail.  Organizations' snail mail addresses should include the following:

             Student Organization's Name
             GC Campus Box 02, Student Center
             231 W. Hancock Street
             Milledgeville, GA 31061

6.  You will need your president's, treasurer's, community service rep.'s, and portal admin's email addresses and phone numbers.

7.  IMPORTANT:  You will need your on-campus advisor's email address and phone number.  Your organization will not be approved without a valid email address for your advisor.  Please make sure this information is correct.  Advising is part of your advisor's employment so behind the scenes your advisor's supervisor's approval is being sought.  Check the Campus Directory to make sure you have the correct email addresses.

8.  You will need to upload your organization's Constitution in Word, rtf, or pdf format.  This must be completed.  If you do not have a constitution, you will need to develop one.  We have provided a sample constitution for your convenience.  Also, a web search for a similar organization's constitution usually provides a good starting point for developing your own constitution.  Note: Some Portal Admins have been saving their constitutions in OrgSync files (see left menu--->Files).

9.  If you have a National Constitution, please upload it, if appropriate.

10.  Please remember that you must list 7 members of your group and then make sure they are added in OrgSync as members.  There are a few exception to this rule, but these groups MUST be preapproved by the Director of Campus Life.

11.  Please follow the link in the sign-up process to learn more about guidelines governing all student organizations.  Also provided is a link to Event Planning at GC.

C. When you are done providing all of the information requested, you will click NEXT and finish the process. 

D. The Department of Campus Life will review your submission and notify you via OrgSync when your submission has been accepted.  Please let Tom Miles know if you have questions.



Registering a New Student Organization

There are multiple steps to creating a new student organization at Georgia College.

1. Hold informal meetings to recruit potential members and to discuss the purpose of the organization.  You are allowed 3 informal meetings to organize your group.  You may reserve meeting space through Public Services (Facility Reservations - R25), but you will need to let them know @ (478) 445-2749 that you are holding recruitment meetings for the development of a new student organization.  Before your request is approved Public Services will call the Department of Campus Life to verify this information.  

2. Your will need to appoint someone to fill the following positions: President (leader), treasurer (financial), portal admin, on-campus advisor (faculty/staff member) and a community service representative.

3. Develop an organization constitution (see a sample constitution).  A web search generally locates similar organizations and their constitutions.  These can be used as samples as well.

4. Complete the online process and provide all of the following information:
READ THROUGH ALL OF THIS INFORMATION BEFORE BEGINNING THE ONLINE PROCESS.  REGISTRATION IS EASIER WHEN YOU HAVE ALL OF THE INFORMATION IN FRONT OF YOU.

A. To complete the online New Student Organization Registration process, login to http://unify.gcsu.edu, and click on OrgSync.  On the top menu, mouseover Organizations at the top of the page and click on ADD ORGANIZATION.  Notice a link near the top right entitled "Register New Organization," Click this link, select the Campus Life Umbrella, and begin entering the information as requested (read below).

B. Upload a picture related to your organization (the image must be 150px X 150px).  Please make sure the image fits correctly in the box because it is the outward symbol of your organization.

C. Please insert a description of your organization. Remember, non-members will be reading this public information.

D. Insert keywords associated with your organization.  This helps people find your organization faster using the Search feature.

E. If your organization already has a website, please insert the correct web address. This link will be shown publicly and will allow students to visit your webpage. If you don't have one, you can establish one inside of OrgSync if you desire (click Settings in left menu-->Permissions [top menu]---scroll down and turn website to ON.  Website will now appear in your left menu).

F. You will need your organization's email address and mailing address.  If you would like to receive your snail mail at the Student Activities Center, please contact the Campus Life Business Manager @ (478) 445-4027.  They will establish a location for your mail. Organizations' snail mail addresses should include the following:

            Student Organization's Name
            GC Campus Box 02, Student Center
            231 W. Hancock Street
            Milledgeville, GA 31061

Student Organization mail can be picked up at the DEN desk in the Student Activities Center.

G. You will need email addresses and phone numbers for each of the following people:  your president, treasurer, portal admin, and community service representative.

H. IMPORTANT: You will need your on-campus advisor's email address and phone number (this person must be a full-time faculty or staff member at Georgia College). Your organization will not be approved without valid email addresses for your advisor. Please make sure this information is correct. Advising is part of your advisor's employment so behind the scenes your advisor's supervisor's support is being sought.  Check the Campus Directory to make sure you have the correct email addresses.

I. You will need to upload your organization's Constitution in Word, rtf, or pdf format. This must be completed.  If you do not have a constitution, you will need to develop one (see a sample constitution).

J. If you have a National Constitution, please upload it, if appropriate.

K. Please remember that you must list 7 members of your group and then make sure they are added in OrgSync as members (see invite members link under Settings). There are a few exception to this rule, but these groups MUST be pre-approved by the Director of Campus Life.

L. Please follow the links in the sign-up process to learn more about guidelines governing student organizations.

5. When you are done providing all of the information requested, you will click NEXT and finish the process.

6. Once you have completed the online process, the Director of Campus Life will submit a copy of the above request to the the Student Government Association.  The Rules and Senate Oversight committee will review the request and notify the Senate of the committee's recommendation.

7.  The Senate's recommendation with the SGA President's signature is then forwarded to the Director of Campus Life. The Department of Campus Life will then inform the prospective group of its status.

Please contact Tom Miles if you have any questions.


Georgia College & State University • 231 W. Hancock St. • Milledgeville, GA 31061 • 800-111-2222 ; (478)445-2233 • admissions@gcsu.edu