|Student Organization Database FAQ|
Anyone currently listed on the database as president, treasurer, or adviser can update the information for a student organization by going to the Student Organization page of the Iowa State University website, at http://sodb.stuorg.iastate.edu/. There they select “Manage Organizations” and login. The organizations they are affiliated with will be listed. They should select the one they wish to update. They should update any organization information or officer changes they need to make.
Officer changes are made in the roster section of the database. If the new officer is not listed yet on the roster, select the option near the top to “add member.” When adding a person, check the box indicating the officer position they will hold. On the outgoing officers, edit that person on the roster and uncheck the box.
If any changes or additions are made to president, treasurer, or adviser, they will need to print the Compliance Agreement Form (signature sheet), gather the signatures of the officers and adviser listed and drop it off at the Student Activities Center in the Memorial Union.
Our system does not allow more than one treasurer to be in the system at one time. The president or adviser will have to make that change, as the treasurer will not be able to add another treasurer while they are still in the system, and will not have authorization to add a new one once they are removed.
Any time there is a change in president, treasurer, or adviser on the Student Organization Database, a new signature sheet is required. One of those three officers will need to log into the database to print the form. It needs to be signed by the president, treasurer, and adviser and turned into the Student Activities Center. If it is not turned in by the stated deadline, your organization will lose recognition until you turn in the form. You will receive a reminder message once per week for four weeks.
An automated message is sent any time one of the three required positions (president, treasurer, or adviser) is vacant in the student organization database. Organizations have 7 days to fill the position and update the SODB. After that, your group will have 4 weeks to complete the signature sheet by getting the signatures of the current president, treasurer, and adviser, and returning it to the Student Activities Center.
This means that for some reason, your organization is not in compliance. The most common reasons include not turning in a current signature sheet, your president has not completed the President’s training, you do not have a constitution uploaded, or there is a president, treasurer, or adviser missing from the Student Organization Database. If you are not in good standing, you have a certain amount of time to make necessary changes while still being able to function as a recognized organization. If however, the action is not completed by the deadline, your organization will not be considered recognized by the university, and you will lose benefits associated with that such as being able to reserve rooms, access to funding from the Government of the Student Body, eligibility for ClubFest and more. Visit www.sac.iastate.edu/benefits for more information on the benefits of recognition.
The president, treasurer, and adviser have the authority to update the netids of the people who should have access to the website. Access to a student organization's website is maintained in the Student organization Database, at http://sodb.stuorg.iastate.edu/. They would select "Manage Organizations" and log into the system. Select this organization, and then scroll down to the section labeled "WWW information." There they can add or remove the people they would like to have access the website. As far as how to actually update your website, you may find helpful information at http://sodb.stuorg.iastate.edu/, and select the link "Using Your Space."
The Student Organization Recognition Board must approve your organization, and this group meets once or twice per month in the fall and spring, so it may take several weeks. The board meets less frequently during academic breaks, such as summer and winter break. For other information on starting a new organization, visit: /en/clubs_and_organizations/starting_a_new_organization/.
Yes, the Presidents’ Training is an annual training, occurring each fall. At the start of the school year all presidents on record in the SODB will be notified of the expectation.
SORB takes several things into consideration. First, is the proposed organization a duplication/is there already a similar group? New organizations should search the Student Organization Database to ensure there isn't already a similar group. SORB also considers the benefit of the organization to the university, and the justification of the use of resources for the organization. There may be other things, but these are the most common things the recognition board takes into consideration when approving or denying new groups.