What is Annual Registration?

Registered Student Organizations (RSOs) are expected to complete annual registration by the established deadline provided by the Center for Student Engagement. Starting Fall 2024, Chapter Accreditation will be part of the Organization Registration. For more details, please see below. Failure to complete the annual registration will result in RSO suspension. 

For Questions & Support:

Please reach out to your Council Advisor. 

Perks:

Highest scoring chapter will..

  • Get special recognition at the Fraternal Excellence Awards 
  • Reserved table at the Fraternal Excellence Awards 
  • Special Gold Reception Cocktail hour

FSL Annual Registration Timeline

  • November 1, 2024: AR form opens in your Engage portal
  • January 24, 2025: Registration is due @ 11:45 PM for organizations electing officers on a calendar year
  • April 18, 2025: Registration is due @ 11:45 PM for organizations electing officers on an academic year
  • May 1, 2025: Suspension notices will be sent out at 10:00 AM 

Annual Registration Training (Optional) 

  • November 11th: 11:30 am - 12:30 pm via Zoom
  • November 21st: 1:00 pm - 2:00 pm via Zoom 
  • December 9th: 12:00 pm - 1:00 pm Via Zoom

Steps to Complete Annual Registration as a Greek RSO

The Annual Registration is a multi-step process that is intended to be completed over time. During Annual Registration, the incoming President and Treasurer are expected to complete several requirements. Outgoing officers cannot complete re-registration.

  1. View Annual Registration Website: Steps, Items needed, Chapter Accredidation and How To Guide
  2. The Incoming President submits the Annual Registration Form found in your Engage portal. If you are not listed as the President in your Engage portal, visit Officer Requirements (Below on this page) for additional details. 
    1. Ensure you have all items needed BEFORE filling out the Annual Registration. Items found below; make note that some items are required while others are optional.
  3. Your Faculty/Staff Advisor submits the required FSL Faculty/Staff Advisor Agreement before your AR deadline. Visit Advisor Requirements on this page for additional details. Need assistance finding a Faculty Staff Advisor? Email Kerry McCarthy, for guidance at kmccarthy49@gatech.edu 
  4. The Incoming Treasurer submits the Treasurer Terms & Conditions form before your AR deadline.
  5. Check your Chapters progress via your Chapter Sharepoint Folder; Sharepoint folder will be shared with chapter president following Annual Registration completion
  6. Meet with Council Advisor to discuss status and areas for improvement 
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Information Needed for the Annual Registration Form

The information you will be asked to provide in the Annual Registration form varies based on your organization type. See details below based on your organization type. 

Chapters

  1. Upload the most recent version of your Constitution/Bylaws.
  2. Banking account types.
  3. Contact information for incoming officers.
  4. Faculty/Staff and Alumni Advisor Contact information
  5. Upload your national risk management policy document.
  6. Upload proof of insurance for your organization.
  7. Alumni & house corporation contact info (if applicable).
  8. Current Semester Live-In House Roster (if applicable).
  9. Chapter Accrediation items (found in the section below)
    1. Required Items during Annual Registration: 
      1. These are items you must turn in to complete the Annual Registration. You will turn in these item all together on page 14 of the Annual Registration. (Example: Service Hours, Academic Support plan,etc.)
    2. Non Required Items During Annunal Registration: 
      1. These are items that are not required, but will gain you White or Gold Chapter Status. You will turn in these item all together on page 15 of the Annual Registration. (Example: Council Participation)
    3. FSL Upkeep Items: 
      1. Items that FSL will keep record of throughout the year (not turned in as part of Annual Registration) 
    4. Items turned in throughout the year: 
      1. These are items that will be turned in outside of the Annual Registration window. (Example: Greek Hall of Fame)

Governing Councils & Greek Honoraries

  1. Upload the most recent version of your Constitution/Bylaws.
  2. Banking account types.
  3. Member & officer roster upload using GT usernames (more details below).

Chapter Accreditation

Chapter Accreditation

This program is designed to showcase the successes of each chapter and collect key data that helps us better understand and support our community. Through accreditation, chapters have the opportunity to highlight their achievements in areas such as leadership, service, academic success, and chapter management. Chapters will be assignment color status based upon levels of completion. Color statuses and full accreditation can be viewed below. 

Organization Status: 

  • Navy: Chapters receive Navy status by meeting the minimum requirements; all chapters should receive this status
  • White: Chapters receive White status by going above the minimum requirements (Chapters will receive White Status if they turn in AT LEAST 80% of White Category items)
  • Gold: Chapters receive Gold status by going far above and beyond the minimum requirements (Chapters will receive Gold Status if they turn in AT LEAST 80% of Gold Category items)

*Chapters who fail to meet the minimum Navy requirements will need to turn in an Improvement plan signed off by their chapter advisor and reviewed by their council advisor

FSL Chapter Accreditation Program Rubric

Not Required Accreditation Items

Education-Mental Health Training
Individual chapters are encouraged to provide mental health training/education to members. Topics can include but not limited to:body image, how to help others in a crisis, tips, etc. Individual chapters will submit a list of attendees (i.e. sign in sheet).

  • Navy:  n/a  
  • White:  25% attendance to Mental Health Training  
  • Gold:  50% attendance to Mental Health Training

Education-Professional Programming with Other Campus Department 
Individual chapters are encouraged to provide professional programming to members that can encompass partnership with other offices on campus. Topics can include but not limited to:how to write a resume, how to budget personal finances, time management, etc. Individual chapters will submit a list of attendees (i.e. sign in sheet). 

  • Navy:  n/a  
  • White:  25% attendance to Professional or Other Trainings 
  • Gold:  50% attendance to Professional or Other Trainings  

Council Participation- Programming within Council 
Each chapter is expected to partner/co-host an event with at least one other organization from its respective council each calendar year. Sign-in sheet of those in attendance and photographs from the event.  

  • Navy:  n/a  
  • White:  Host 1 dry event with a same-council chapter  
  • Gold:  Host 2 or more dry events with same-council chapter(s)  

Community Participation- Cross-Council Programming  
Each chapter is expected to partner/co-host an event with at least one other organization from a different council each calendar year. Sign-in sheet of those in attendance and photographs from the event.  Sign-in sheet of those in attendance and photographs from the event.  

  • Navy:  n/a  
  • White:  Host one dry event with cross-council chapter  
  • Gold:  Host 2 or more dry events with cross-council chapter(s) 

Community Participation- Philanthropy 
Individual chapters are encouraged to host a philanthropy event throughout the academic year in which they are raising money to a philanthropic focus of their choosing. Individual chapters will submit proof of hosting an event(i.e. sign-in sheet, flyer, photographs) and how much money was raised at the event.  

  • Navy:  n/a  
  • White:  Host 1 event with money donated  
  • Gold:  Host 2 events with money donated  

Community Participation- Campus Events
Each chapter is encouraged to participate in campus events throughout the year. Individual chapters will submit proof (i.e.sign-in sheet or photos) of participation along with the event's name.  

  • Navy:  n/a  
  • White:  Participate in any event  
  • Gold:  Participate in 2 or more events 

Alumni/Parent- Parental/Family Engagement 
Chapters are encouraged to host events that are specifically for parents/family to be engaged in the FSL community. Examples:  Parent/Family Weekend, Brunch, New Member Initiation Celebration with family members, etc.  At least 5 family members must be present. Sign-in sheet of those in attendance, photographs, and/or flyer with a brief explanation of the event. 

  • Navy:  n/a 
  • White: Host or Attends 1 Family Event (non-tailgate) 
  • Gold: Hosts or Attends 2 Family Events (1 non-tailgate)  

Required Accreditation Items

All items below are part of the minimum requirements and are to be turned in by chapters as part of the Organization Registration- Accreditation Section. *If you are missing any of the required item; you may upload a plan to complete the requirement in the future (example: Risk Management training)

Academics

Academics
Written Support Plan
Individual chapters should have a written academic support plan for members are varying degrees to receive accreditation. A copy of the written academic support plan is to be submitted including some or all of the following areas: study hours requirements, academic mentoring programs, GPA monitoring and improvement strategies, scholarship opportunities, academic workshops or programming, faculty involvement, and incentives for academic achievement.  
Score based upon plan: 

  • Navy:  Support Plan for Only Deficient Members 
  • White:  Support Plan for New Members/Line  
  • Gold:  Support Plan for All Chapter Members  
Leadership

Leadership -Chapter Involvement in Other Organizations 

Members of fraternities and sororities are encouraged to be involved in at least one other student organization. Chapters will receive a level of accreditation based off the percentage of its members involved in other student organizations. Individual chapters will submit a roster of their members indicating which members are involved in other organizations with the name of that organization(s).

  • Navy:  25% involved in other organizations  
  • White:  50% involved in other organizations  
  • Gold:  75% involved in other organizations 

Leadership-Leadership in Other Organizations

FSL encourages individual members to be involved in other organizations on campus. Through those organizations FSL sees the leaders that are produced and want to gain perspective on individual members holding leadership positions in different organizations on campus. Individual chapters will submit a roster of their members which members hold leadership positions in other organizations they are involved in with the name of that organization(s).

  • Navy:  n/a  
  • White:  10% of members are leaders in other orgs/dept. 
  • Gold:  20% of members are leaders in other orgs/dept.
Education 
New Member Education Plan
All chapters are required to educate their new members based on the standard set by the national headquarters. Chapters should supply as much information as possible to FSL to receive accreditation. Please provide any relevant information on the chapter's new member education plan (i.e. calendar, what will be covered, etc.) 
  • Navy/White/Gold: 100% completion of required national training for all new members

VOICE/Sexual Assault Training
Individual chapters are encouraged to provide training/education to members on sexual assault prevention through avenues like VOICE. Individual chapters will submit a list of attendees (i.e. sign in sheet). 

  • Navy:  25% attendance to VOICE/Sexual Assault Training  

  • White:  50% attendance to VOICE/Sexual Assault Training  

  • Gold: 75% attendance to VOICE/Sexual Assault Training  

*Attendance percentage will be based upon ICS roster

Risk Management Training 
Individual chapters are encouraged to provide training/education to members on risk management. Topics can include but not limited to:drug and alcohol awareness, hazing, de-escalation training, etc. Individual chapters will submit a list of attendees (i.e. sign in sheet). 

  • Navy:  25% attendance to Risk Management/Alcohol/Drug Training 
  • White:  50% attendance to Risk Management/Alcohol/Drug Training  
  • Gold:  75% attendance to Risk Management/Alcohol/Drug Training   
Community Participation

Service 

Members are expected to complete services hours throughout the semester to gain accreditation. Individual chapters should host at least one event focused on service instead of monetary donations. A roster should be submitted with the number of services hours each member has done throughout the year.  

Individual chapters will submit proof of hosting a service event (i.e. sign-in sheet, flyer, photographs).

  • Navy:  25% of members participate in any service  
  • White:  Host 1 event and 5 hours of service per member  
  • Gold:  Host 1 event and 10 hours of service per member  
Alumni

Alumni Engagement 
Chapters are expected to host events specified for alumni/ae of the organization. Examples:  Founder’s Day events, Homecoming, senior transition to alumni/ae ceremonies, etc. Chapters are expected to encourage alumni/ae attendance at events. Examples: Philanthropy events, tailgates, etc.  

A minimum of 3 alumni/ae must be in attendance. 
Submit sign-in sheet of those in attendance, photographs, and/or flyer with a brief explanation of the event.  

  • Navy:  Hosts or attends 1 event 
  • White:  Host or Attends 1 Alumni Event (non-tailgate)  
  • Gold:  Hosts or Attends 2 Alumni Events (1 non-tailgate) 
Written Support Plan Sample
Roster Template (Leadership involvement)
New Member Education Plan Sample
Service Hours Template

Fraternity and Sorority Life Upkeep Items

The following are items that the FSL staff will keep a record of; you will not need to turn in any of the following.   

Academics:  

  • Active Member GPA and New Member GPA/ Chapter Line GPA  

Leadership: 

  • President 1-1  

  • Officer Summit Attendance 

  • Office Involvement 

Education: 

  • New Member Education Program Attendance

Administration: 

  • Annual Recognition 

  • OSI Conduct Cases 

  • DYAD Survey Completion  

Community Participation: 

  • Homecoming, Greek Week and Fraternal Excellence Awards

Accreditation Items Turned in Throughout the Year

Items below are turned in throughout the year/or were previously required

Academics:  

  • Faculty Advisor  

Administration: 

  • Roster Updates (via ICS)

Facilities: 

  • CPC/IFC Fire Inspections 

  • CPC/IFC House Rosters 

  • CPC/IFC House Managers 

Alumni/Parent: 

  • Hall of Fame

Officer Requirements

All Registered Student Organizations including Greek RSOs must have 2 distinct elected student officers filling the roles of President and Treasurer.

Adding Members and Updating Officer Positions in your Engage Portal

It is the expectation that all officer positions within your RSO are updated in your Engage portal with the correct information. If you have a leadership change, updating your roster as soon as possible is essential to a successful officer transition.

Update your officer positions by using the Roster tool in your organization’s portal. Learn more about how the Roster tool is used as a component of the Annual Registration above. Not sure how to update positions in Engage? Check out these helpful videos!

Treasurer Terms & Conditions

Per the Student Organization Policy, all finance officers of RSOs are required to agree to a set of terms & conditions annually. The incoming Treasurer of your organization is required to complete this form as a component of Annual Registration.

Treasurer Form

Faculty/Staff Advisor Requirements

Organizations must re-register with the Center for Student Engagement every Spring. Your organization will be marked inactive if it is unable to successfully re-register by the deadline (including submission of the advisor form). 

What is required of the Faculty/Staff Advisor? 

The Faculty/Staff Advisor is required to complete the Advisor Registration form. To access the form, you will first log in to engage.gatech.edu using your GT credentials. After logging in (and in the same browser window), copy and paste this direct link: (https://gatech.campuslabs.com/engage/submitter/form/start/566730)

The Faculty/Staff Advisor resource guide, which includes expectations and resources for RSO Advisors, can be found here.

Important Notes for the Advisor Registration form: 
  1. To ensure we receive your verified signature on this form, you must be logged in to your personal account in Engage when completing this form. We cannot accept forms on your behalf which are submitted from other accounts (e.g., from the RSO President’s account). 
  2. The questions detailed on the Advisor form are designed to ensure that all RSOs are in compliance with Institute policy. We thank you for your patience and time in completing this form.
  3. If you advise more than one Registered Student Organization, you need only complete the Advisor Registration form only once. Please list the full name of each RSO you advise in the Advisor Registration form.  
Do I have to fill out an Advisor Registration form for each RSO I advise? 

No! You can fill out the form one time and list every RSO you advise in your single submission. We’ve made this change to make the Advisor process easier for you. 

What are the eligibility requirements to be an advisor? 

All RSO advisors must be full-time, exempt (not eligible for overtime) employees of either Georgia Tech or the Georgia Tech Alumni Association. If you’re unsure if you meet this eligibility, email the RSO team.