1. CIO Renewal Process
Academic Year

2. CIO Renewal Process Timeline
Monday, April 3 - renewal app opens at 9 am
Monday, June 5 - renewal app closes at 9 am
All CIOs with approved renewal applications by
Sunday, April 30th, will be entered to win FREE PIZZA at their first CIO meeting in the fall!
You will be able to register for the Fall Activities Fair once your renewal is approved.
*Note that both “frozen” AND “active” organizations can renew. Frozen orgs are those who failed to renew last year.

3. Opportunities to Renew
Have your incoming President ( ):
Fill out the app online on their own time OR
Come in to the PAC on the 1st floor of Newcomb and we can help fill it out in person (specific times TBA).
PACAs and/or CIO Consultants will be around to assist with renewals in person.

4. BEFORE you submit your Renewal App
Update the new INCOMING President for to be the President in your CIO’s roster The incoming President should be the one to submit the application.
Note that individuals must be listed as members before they can be updated to an officer position.
The app will ONLY be accessible to the President and Primary Contact of your organization, as listed
*If for any reason your incoming President is unable to submit
the application, please designate another officer as the “Primary Contact”
so that this person can submit the application for the CIO.
**The person who submits the app will automatically become the CIO’s Primary Contact (the individual with primary responsibility for the operation of the organization).

5. BEFORE you submit your Renewal App
List at least 10 DIFFERENT members of your organization in your roster and update roster with all new/current officers and current members.
To be active, you must have a minimum of 10 returning members for the academic year.

6. BEFORE you submit your Renewal App
Copy and paste the non-affiliation language (SEE BELOW) to ALL of your CIO’s websites and social media platforms.
Although this organization has members who are University of Virginia students and may have University employees associated or engaged in its activities and affairs, the organization is not a part of or an agency of the University. It is a separate and independent organization, which is responsible for and manages its own activities and affairs. The University does not direct, supervise or control the organization and is not responsible for the organization’s contracts, acts or omissions.
*We WILL google your CIO’s name. Please discontinue any old social media sites or websites with your CIO name to expedite the renewal process
**We know this text doesn’t fit on Twitter & Instagram – you can omit the text on these sites

7. BEFORE you submit your Renewal App
Copy/paste the entire non-discrimination language (SEE BELOW) in your organization’s Constitution and upload the Constitution to the Documents section of your CIO’s page The red text indicates changes from last year.
A student organization is ineligible for CIO status when the organization restricts its membership, programs, or activities on the basis of age, color, disability, gender identity, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family and genetic information. Notwithstanding these requirements, a CIO may petition to restrict its membership based on gender (e.g. all-male or all-female a cappella groups) or an ability to perform the activities related to the organization’s purpose by filing a written request with the Office of the Dean of Students. In evaluating any such requests, the University will look not merely to the constitution of an organization but to its actual practices and operations.
Note: This has been updated!

8. BEFORE you submit your Renewal App
Check that you are using the University’s name correctly (see section 4 of CIO Agreement) in ALL places – social media urls, social media sites, websites, etc.
The Harry Potter Club at UVA
The UVA Club of Harry Potter
*Please update “UVa” to “UVA” if you have this listed in your CIO’s name

9. BEFORE you submit your Renewal App
The renewal app will require you to designate a member of your CIO as the “Marketing Officer.” This ONE person will have access to the NEW branding website that will enable you to utilize the official split-V logo with your CIO name. The Marketing Officer can be ANY member or officer.
If you are CURRENTLY using a split-V logo, please designate a Marketing Officer in your roster NOW so we can grant this person access to the new website and you can update this logo on all of your etc. BEFORE you begin the renewal process.
ALL CIOs: Check to see that your logo abides by section 4 of the CIO Agreement.
Questions?

10. To summarize your action items,
see NEXT SLIDE!

11. BEFORE you submit your CIO’s Renewal App
Update the new INCOMING President for to be the President in your CIO’s roster This person should submit the app.
List at least 10 DIFFERENT members in your roster. Update all officers in roster.
Include the non-affiliation language on all websites and social media platforms.
Include the non-discrimination language in your CIO’s Constitution.
Check that your organization is not misusing the University’s name in ALL places.
Designate a Marketing Officer in your roster and check that you are using logos correctly.
Renewal opens Monday, April 3rd at 9 am!
Complete renewal by April 30th & be entered to win FREE PIZZA at your first CIO meeting in the fall
Questions?

12. How the Primary Contact/President Will Access & Complete the Renewal App
Log in and go to your CIO’s page
There is a blue bar on your CIO’s page that says “This organization is currently eligible for registration.”
Click the “Register” button.
Read each step thoroughly, and complete each step of the process.
Make sure to hit SUBMIT.
Check on your CIO renewal status BEFORE Monday, June 5th at 9 am when the application closes.
*Note that this form will only be accessible to the current Primary Contact and President. If for some reason, you need another member to complete the renewal, please let us know.

13. How to Check your CIO’s Renewal Status
The person who submitted the app can:
Log in via Netbadge
Click the down arrow next to name in top right corner of the page & select "Involvement"
Click on the "Submissions" tab and then, click on "Organization Registrations." Then, check the status next to your CIO Renewal submission.
If the status says "In Progress" = renewal NOT completed and needs to be submitted
If the status says "Pending" = renewal submitted successfully and waiting for approval 
If your status says “Approved” = renewal completed successfully!
Please allow at least 10 days for us
to review your application.

14. Sign-ups for the Fall Activities Fair
After your renewal application has been approved, you will receive the link to sign up for the Fall Activities Fair.

15. Email studentactivities@virginia.edu
Questions?