Club Sports SSO Organization Registration
All student organizations must register each academic year. By completing the registration process, student organizations are able to receive a variety of resources including access to on-campus room reservations, locker storage space, access to copying machines, student government funding, and more. Below is an overview of the registration requirements for Sponsored Student Organizations.
Registration for the 2025-2026 academic year opens April 1st, 2025. To maintain SSO registration, all steps below must be completed by May 9th 2025. If you have any questions about the registration process, please contact studentorgs@uky.edu.
What you'll need
Below you will find information and documents you will need to successfully register your organization!
Organization Profile Image
- Recommended:
- At least 180x180 pixels
- Square image
- All Club Sports are provided logos created by UKPR and Marketing that may be used as the organization profile image. If you have any questions or need to request these files, please reach out to us at marc.garlock@uky.edu.
- If you would like to request a logo that does not use university marks, you can request one by completing a graphic design request.
Organization Roster
- Refer to the instructions on the template for additional information and instructions.
- If you have off-campus, community advisors in addition to your on-campus advisor, please collect their contact information as you will be asked to provide this within the registration form.
You will need the following information from your organization members and your UK Faculty/Staff advisor(s):
- Name
- LinkBlue Email (example: abcd123@uky.edu)
- On the roster upload, you will have to specifically identify 3 student officers, 5 Event Management System (EMS) contacts, and at least 1 regular, full-time faculty or staff advisor.
- If you have more than one faculty or staff advisor, be sure to list all advisors on the organization roster.
- The listed EMS contacts will have access to reserve space on campus for your organizations.
- The student officers and EMS contacts can be the same 5 people.
- Note that all students listed as officers and EMS contacts must meet the University’s established officer eligibility requirements - enrolled students with a 2.0 or above cumulative GPA.
- Refer to the instructions on the template for additional information and instructions.
- If you have any non-UK support staff/coaches in addition to your on-campus advisor, please collect their contact information as you will be asked to provide this within the registration form.
Organization Constitution
- Click here for information regarding the constitution requirements and a sample organization constitution.
- If your organization is also chartered through a national organization, you will also need an up-to-date copy of the national organization's bylaws, a document that demonstrates proof of affiliation (email or letter from the national organization, receipt from paying dues to the national organization, etc.), and the contact information for your national organization.
How to register
Sponsored Student Organizations (SSOs) are organizations that have a more intentional relationship to the University than other student organizations. If your organization falls into this category, you have already been notified directly by SOA Staff.
Once all registration steps are completed in your new registration or re-registration process, the Student Organizations and Activities staff will review your organization's registration submission. After all information is verified, your organization's registration will be approved. As many registrations are processed every year through our office, please allow for 5-7 business days once ALL steps are completed. The person who submitted the registration form will receive emails from BBNvolved with updates to your registration status. You can also monitor your organization’s registration status here: https://studentsuccess.uky.edu/student-organizations-and-activities/registration-status.
1. Complete all required SSO Club Sport Officer Trainings and Forms
- Trainings. Please note that at all officers must take the Risk Reduction Training and at least 1 officer for the 2025-26 academic year must complete all additional required SSO trainings listed:
- General Organization Registration Training -https://uky.campuslabs.com/engage/submitter/form/start/675073
- Office of Equal Opportunity Training for Student Leaders - https://uky.campuslabs.com/engage/submitter/form/start/676068
- Student Organization Student Conduct for Student Leaders - https://uky.campuslabs.com/engage/submitter/form/start/670853
- Organizational Leadership Best Practices - https://uky.campuslabs.com/engage/submitter/form/start/670825
- Risk Reduction Training - All organization officers (President, Vice President, and Treasurer) must take this training - (https://uky.campuslabs.com/engage/submitter/form/start/672935)
- Forms. Please note that multiple officers and/or members for the 2025-26 academic year must complete the following forms:
- Assumption of Risk Waiver Form:
- All members on the club roster (including all required club officers) at the time of registration must complete the Assumption of Risk Waiver Form. Copy and paste (https://uky.campuslabs.com/engage/submitter/form/start/672930) to complete and submit the form.
- Information Release Form (FERPA):
- All members on the club roster (including all required club officers) at the time of registration must complete the Information Release (FERPA) Form. Copy and paste (https://uky.campuslabs.com/engage/submitter/form/start/672928) to complete and submit the form.
- Assumption of Risk Waiver Form:
2. Have your on-campus advisor(s) complete the required SSO advisor materials
If your organization has more than 1 advisor, all advisors must complete the below requirements:
- Advisor Campus Security Authority Form - https://uky.campuslabs.com/engage/submitter/form/start/676067
- Please note that advisors will need their personnel number and assignment number to complete the Advisor Campus Security Agreement form. Advisors can find these on their UK pay statements in the MyUK system.
- Office of Equal Opportunity Training for Advisors - https://uky.campuslabs.com/engage/submitter/form/start/670784
- Student Organization Student Conduct for Advisors - https://uky.campuslabs.com/engage/submitter/form/start/670808
- Financial and Budgetary Management - https://uky.campuslabs.com/engage/submitter/form/start/674020
- Advising Best Practices - https://uky.campuslabs.com/engage/submitter/form/start/671278
- SSO Advisor Agreement Form - https://uky.campuslabs.com/engage/submitter/form/start/674000
3. Complete the organization registration form
Click HERE for directions for accessing your registration form.
Please note that Club Sports will be asked to provide their 2024-2025 Performance Record and Supporter / Patron Information when completing registration for the 2025-2026 academic year.
4. Memorandum of Agreement Signed by Sponsoring Unit
Contact studentorgs@uky.edu with questions regarding the Memorandum of Agreement.