Each organization has to re-register their organization every academic year to remain in good standing.

Be sure to have the following:

• A digital version of your constitution/bylaws available
• The UofM email addresses of your officers, advisor and members (must be "@memphis.edu") Cannot be a vanity UofM email, must be the email that was given to the student at time of admission or faculty/staff member at time of employment.

How to register

• Go to the Tiger Zone site at Tiger Zone
• "Sign In" using your UofM username and password (same as university email)
• Click your organization name under "My Organizations"
• Click "Manage Organization" in the top right hand corner
• Click "Register Organization" on the manage page
• Fill out as directed
• On "Roster" Page, you will need to click the "Add Member List" tab and add at least 10 student members (6 for Lambuth and 3 for Provisional Status.)
  • Faculty/Staff advisors do not count towards the 10 total student members. You must have 10 current students on your roster. 

NOTE:  There are two registration periods per academic year. For fall semester registration will open July 1 and will close the second Friday of the fall semester. For the spring semester registration will open the first day of the spring semester and close the third Friday of the spring semester. 

Can't find an organization that fits you?

You can register your own student organization. In order to register as a student organization you will need: 

• 10 current student members
• Lambuth Campus organizations need 6 members
• A Constitution and/or Bylaws for your organization/chapter 
• Faculty/staff advisor - must be a full time faculty or staff member
  After that, you will need to Register in Tiger Zone.  Tiger Zone is your one-stop shop for involvement at the UofM! To register your organization, follow the instructions below.

How to register

• Go to the Tiger Zone site at Tiger Zone
• "Sign In" using your UofM username and password (same as university email)
• Click the "Organizations" tab in the top right corner of the screen
• Click "Register a New Organization" on the bottom left
• Fill out as directed
• On "Roster" Page (page 5), you will need to click the "Add Member List" tab and add at least 10 student members (6 for Lambuth and 3 for Provisional Status.)

NOTE: There are two registration periods per academic year. For fall semester registration will open July 1 and will close the second Friday of the fall semester. For the spring semester registration will open the first day of the spring semester and close the third Friday of the spring semester.

Online registration must reflect:

• Organization Profile completed
• Categories completed and appropriate for organization
• Constitution/bylaws uploaded 
• Primary Officer
• Secondary Officer
• Financial Officer (cannot be same as Primary Officer)
• Faculty/Staff Advisor
• Minimum of 10 currently enrolled student members 6 for Lambuth organizations, 3 for Provisional Status)
• Advisor Terms and Conditions accepted by advisor after completion of Registration 
• At least 8 out of 10 questions about Online RSO training answered correctly Organization does not have illegal aims and goals
• Organization does not propose activities which would violate regulations of the Board or the institution or federal or state laws and regulations, or materially and substantially disrupt the work and discipline of the institution
• Organization does not deny membership to any person on the basis of age, race, sex, religion, handicap or nation origin. fraternities and sororities exempt regarding sex restricted membership; and religious organizations exempt regarding restricted membership based on professed faith.)
• Organization does not have an affiliation with an organization illegal aims and goals, with a specific purpose to further these illegal aims and goals Organization purposes are not within the scope of a current registered organization
• Organization represents the interests of the University of Memphis student members

Registration Pointers:

•  Fields without asterisks are not required. You can go back later and complete those fields.
•  Your "Organization Description" will be where the system pulls keywords for searches. The more descriptive you are, the easier it will be for students to find your organization
•  When it asks for "Organization Website url", it is asking for what you want to show after the slash "/" in your Tiger Zone url. (example "sac"; the url will be provided, but the "/sac" will be added to the end like so: Student Activities Council)
•  When entering your Officers, they will show up twice, once as an Officer and once as a Member. That is ok, but please make sure you are not counting the person twice toward your 10 members.
• The Advisor will also show up as a Member, but should not count toward the 10 members.
• If you have questions or problems, please email studentinvolvement@memphis.edu or call (901) 678.8679.

Constitution and bylaws of the organization should clearly contain:

• Name of the organization
• Purpose of the organization
• Proposed activities
• Rules of membership may not deny membership to any person on the basis of age, race, sex, handicap or national origin
• The officers titles and/or positions
• Length of officer terms
• Methods of officer selection
• Proposed general nature and frequency of meetings and activities
• Financial plans of the organization, including any proposed fees, dues and assessments
• Provision for the distribution of all funds and assets in the event of dissolution
• Organizational purposes are not within the scope of a current registered organization
• Organization represents the interests of The University of Memphis student members
• Control of the organization is within the local campus group

Organization does NOT:

• Have illegal aims and goals
• Propose activities which would violate regulations of the Board or the institution or federal or state laws and regulations, or materially and substantially disrupt the work and discipline of the institution
• Advocate incitement of imminent lawless action which is likely to produce such action
• Use the same name, or a name which is misleading and similar to the name of a currently registered organization

Register Event In TigerZone

Every event that is not a "general meeting" must be registered in Tiger Zone (and confirmed with Conference and Event Services, if applicable) at least 2 weeks prior to the event, regardless of event location. If not, you cannot host your event. Your event  will not be recognized by Student Leadership & Involvement or Conference and Event Services until you register your event and your advisor approves the event. To register an event follow the steps below: 

• Click on the toggle navigation drawer (three lines with a triangle) in the top left hand corner
• Click on manage - the gear next to your organization name 
• Click on "Events"
• Click on "Create Event" in the top right hand corner 
• Follow the prompts throughout the Event Registration page. Your event will not be registered until you push the "Submit" Button on the last page. Failure to click this button will result in your event not being registered.

Events are not completely registered until the organization advisor has approved the event. 

Reserving Space

To reserve space in the University Center, Rose Theatre, R. Brad Martin Wellness Center, or Academic Buildings you will use Virtual EMS (EMS). Events can only be reserved by student leaders. Advisors cannot request space on campus on behalf of the student group. Advisors MUST be listed as secondary contact by the student leader. Any event requested by an advisor will not be approved.

About EMS:

• EMS Scheduling is handled by Conference and Event Services located on the 2nd floor of the University Center in UC 255
• Each organization is allowed to have up to 5 EMS Schedulers listed for their organization
• To make a member an EMS Scheduler, simply update their membership status on TigerZone.
  • This does not automatically update them into the EMS Scheduling system, please allow up to one week for the system to be updated
• Event spaces may be reserved up to 6 months in advance and MUST be confirmed at least TWO weeks prior to your event. This means, that you should be working with at least a 3 week timeline for any event in the UC or Rose Theatre.
• When searching for your organization in EMS be sure to type in UofM (all one word) in front of your organizations name

Helpful Links:

• UC Website
• How to schedule an event using virtual EMS Web tool
• Student Event Guidelines
• BF4022 Access to Use of Campus Properties and Facilities 
• University Center User's Guide

Outdoor Noise Amplification

Outdoor sound must be approved through by the Dean of Students and is typically only approved between 12:30 - 1:30 on Fridays. To request approval for any other time frame, please provide at least one month for the Outdoor Amplification to be approved. Outdoor Amplification must be identified on the EMS event reservation, failure to notify the UofM of outdoor amplification on the EMS reservation and having outdoor amplification may result in the loss of good standing for the student organization.

Co-Sponsorship & "Fronting"

We recognize the importance and value of departments and registered student organizations working with external organizations together in event planning. For the purposes of event reservations and billing however, only the internal department or registered student organization is considered the “sponsor” of the event. This University representative will function as the planning liaison with the UofM and that department or registered student organization will be responsible for any charges associated with the reservation. This includes and not limited to space rental, audio visual fees, parking, security, catering (including gratuity) and any other associated fees.

It is not permissible for a campus department or registered student organization to “front” for an off-campus group or individual for the off-campus entity to receive a preferential rate. If this is found to have occurred, the campus sponsor will be held responsible for the entire bill and charged at the appropriate off-campus fee structure. Space reservations must be used for what they are intended and may not be re-assigned to any other group or individual or used for any other purpose than stated in the request. If the event has vendors paying a fee to table at the event, the department will be charged room rental and other fees.

All events sponsored by a registered student or another on campus organization, including but not limited to, table reservations, meetings, events, conferences, demonstrations, etc., must have a member of that organization present for the duration of the event. This member must also be the primary contact throughout the scheduling and planning process with the UofM staff.

Bake Sales, Sales of Food, Sales of Homemade Goods 

Food and beverage items are not to be sold unless they are for a bake sale and must be handmade.  For example, an organization could not sell cans of soda but could sell cups of lemonade. Another example, is an organization could not sell cookies they bought at the grocery store, but could sell homemade cookies.

Helpful Links:

• UC Website
• How to schedule an event using virtual EMS Web tool
• Student Event Guidelines
• BF4022 Access to Use of Campus Properties and Facilities 
• University Center User's Guide

Organizations are required to keep an active roster with the appropriate number of student members.

• Primary Officer
• Secondary Officer
• Financial Officer (cannot be same as Primary Officer)
• Faculty/Staff Advisor
• Minimum of 10 currently enrolled student members (6 for Lambuth & Law organizations, 3 for Provisional Status)
• Advisor Terms and Conditions accepted by advisor after completion of Registration. Organization advisors who have not accepted the terms and conditions at time of accepting membership can accept their terms and conditions with the following steps
  • Click on profile initial in the top right hand corner 
  • Click "My Organizations" and review the Terms and Conditions under the organization where they are listed as a Faculty/Staff Advisor and clicking accept

Organizations that do not meet the complete roster requirements will be set to frozen and will not be listed as active until the organization roster requirements are met.

Organizations are responsible for updating and maintaining their roster throughout the academic year. To add someone to your roster follow the below steps:

• Click on the toggle navigation drawer (three lines with a triangle) in the top left hand corner
• Click on Manage - the gear next to your organization page 
• Click "Roster"
• Click on "INVITE PEOPLE"
• Type in the member's UofM email address. Email address cannot be vanity email. Can add 1 email per line up to 500 lines 
• Click on "Add e-mail addresses"
• Select role you would like that member to have. If you are inviting general members leave the box to say "member"
• Click "Send Invitations"

This sends an invitation to the user, it does not automatically add them to a organization roster. The member will have to go into TigerZone and accept the invitation for membership. 

Chartwells is the sole caterer on campus unless an exception has been approved by their department. Form for food exception must be sent to their department for approval.

Exceptions to this rule:

• $500 for RSOs:
  • Anything you want to bring in is acceptable if it is under $500. Cannot be combined with Chartwells orders.
• Pizza Exception:
  • Faculty, Staff, and RSOs are all allowed to bring in pizza, regardless of total cost, without receiving an exception from Chartwells.
• Food Trucks: ALL Requests MUST go through Chartwells.

Bake Sales, Sales of Food, Sales of Homemade Goods 

Food and beverage items are not to be sold unless they are for a bake sale and must be handmade.  For example, an organization could not sell cans of coca-cola but could sell cups of homemade coffee. Another example, is an organization could not sell cookies they bought at the grocery store, but could sell homemade cookies.

Contact:

UofM Dining (Chartwells)
dining@memphis.edu
901.292.9674

Helpful Links:

• Click HERE for Online Orders on Catertrax
• Click HERE for Food Exception Form

• Each organization must designate an officer of the organization who is responsible for the collection and disbursement of funds and the maintenance of books and records.
• Each time an organization has a fundraiser, ticket sales, charity event, dues collection or anything for which money is taken, that organization must complete a Solicitation of Funds process.
• Any fundraising activity on campus shall be for the benefit of the organization as a whole or a charity, and no funds shall be distributed to the officers or members of an organization for personal profit or gain.
• The organization must provide for the distribution of all funds and assets in the event of dissolution.

Solicitation of Funds:

• Anytime your organization has a fundraiser, ticket sales, charity events, or anything that money is taken for, you must complete a Solicitation of Funds Form.
  • This includes dues collection & any sort of t-shirt sales.
• You can find this form in the Student Leadership and Involvement Website under the Start/Manage RSO page or under “Campus Links” on Tiger Zone.
  • The first form is turned in BEFORE taking money
  • The second form is turned in AFTER taking money

Money Management: 

Organizations may pursue any of the following in regard to managing organization funds:

1. Set up an account with an off-campus financial institution such as First South Credit Union 
   1. Organizations using this option should take precautions to employ proper financial management procedures
   2. RSO Advisors should not be listed as signatories on the accounts, though they may be reviewers.
2. Work with USBS to set up an on-campus account
3. Work with the Bursar’s office to use Marketplace, an on-line system that will allow members to pay dues or deposit any other organization revenue with a credit or debit card.
   1. Please note that an on campus account is required for Marketplace.

Acceptance of Credit Cards:

• Organizations that utilize off campus financial institution and chose to accept credit cards must be Payment Card Industry Compliant in order to process credit cards on campus. Proof of compliance must be submitted to USBS.
• Organizations that deposit their money through the University must be approved by USBS to accept credit card payments.

Cash Handling:

• RSOs intending to collect money should obtain the following: a safe/cash deposit box, deposit bags for large types of money, a register/pre-numbered receipt book, counterfeit money detector, a change fund, if necessary, a check endorsement stamp, if necessary
• Determine the plan for transportation of money to/from location of event. Make an approved list of people who will be handling the cash/currency.
  • First South has a drop box at their current Highland location.
• Should prepare a collection process when receiving/handling cash at events. These items should be considered in the process:
  • Only one person per cash box/register
  • Check all dollar bill denominations $20 and over with counterfeit pen.
  • Log every transaction via the receipt book.
  • Keep cash on hand to a minimum.
• If collecting checks:
  • Be sure name on check matches customer’s ID
  • Endorse back of the check immediately with “For Deposit Only”
  • Keep a log of all checks collected
  • Be sure the written amount on the check matches the number amount on check.
• If a student organization is collecting cash, they may be required to maintain a security presence for the duration the cash is on campus
  • This will be noted on your Event Registration Form and routed to the proper channels at the police station.

Helpful Links:

• Solicitation of Funds - Pre Event
• Solicitation of Funds - Post Event

What is Operational Assistance?

• Provides RSOs with basic funding for daily operation.
• Groups can receive UP TO $400 per Fall & Spring semester
• Available on a first come, first served basis, only until funds run out.
• No RSO is guaranteed funding as overall funds are limited.

What can organizations use Operational Assistance for?

• Printing at Tiger Copy & Graphics
• Advertising with the Daily Helmsman
• Office supplied at the University Bookstore (no food, clothing, gifts, or items for individual students such as scantrons)
• Mail services
• Other Miscellaneous Supplies (Must be approved by SLI)

What can’t organizations use Operational Assistance for?

• Food
• University Center charges
• Gifts
• Off-campus vendors
• Reimbursement of money you already spent

How is Operational Assistance accessed?

• Get a pricing estimate & fill out the form completely
• Fill out the online form, found on the Student Leadership and Involvement website BEFORE Spending funds
• You will receive an e-mail when your form has been processed by SLI to pick up a proof of payment form
• Present the payment form to the location where you are spending funds

*No money is actually exchanged – we do not deposit funds into organization bank accounts.*

Helpful Links:

• Operational Assistance Form

• The Student Event Allocation Fund is managed by Involvement Ambassadors.
• To apply for SEA Funding, organizations must be in good standing with the university and submit a completed SEA application to Involvement Ambassadors (via Tiger Zone)
• SEA monies can be used for speakers, lectures, dance performances, etc.
• More information on the SEA process can be found on the Student Leadership and Involvement website
• Applications for SEA funds must be submitted the semester prior to the event taking place

Helpful Links:

• Student Event Allocation Website