Request Change of Signers – Spring 2025

wave gradient

Change of Signers Request – Spring 2025
Opens: Thursday, March 27, 2025 @ 1pm
Closes: Friday, April 11, 2025


Signers designated during the Spring 2025 Change of Signers process will be effective through June 30, 2025.

Complete this form if you want to make any authorized signer changes within your organization. By completing this form, changes will be made to the list of individuals who are responsible for all actions of the club. All signers for student organizations must be currently enrolled UCI students.

request to change signers [open]

Steps to Request Change of Signers

Step 0: Ensure eligibility requirements are met

Ensure all eligibility requirements are met:

  • Must be a re-registered RCO.
  • Identify a current authorized signer to initiate the request form.
  • Communicate with all signers.
  • All signers must agree to the request form. 

Step 1: Current authorized signer submits a Change of Signers Request Form

A current authorized signer of a re-registered RCO submits an Authorized Signer Change Request Form. The signer who submits (or the Initiator of) the Request Form does not have to continue being a signer for the organization for the rest of the academic year. 

  • NOTE: Organizations can only submit one Change of Signers Request Form per quarter.

Step 2: Request Form is manually reviewed and approved by COVP staff

The Request Form will be manually reviewed by COVP Staff. If the Initiator of the form meets all requirements, then the Request Form will be approved. 

Step 3: A current/prospective signer initiates Re-Reg Form

Once the Request Form is approved, the RCO’s status will be reset to “requires re-registration.” This will allow a current/prospective signer of the organization to initiate the Re-Registration Form with the new list of signers. The person who initiates and submits the Re-Registration Form must be listed as an authorized signer on the form and will continue to serve for the duration of the academic year.

  • NOTE: Once the RCO’s status is reset to “requires re-registration,” RCOs are unable to conduct business with campus departments, such as requesting room reservations or accessing RCO funds.

Step 4: All listed authorized signers must complete requirements

All listed authorized signers will receive a notification from CampusGroups. All signers must complete the following requirements: accept their position, sign the agreements, and complete COOL Modules and Quizzes. If a signer previously completed the COOL Modules and Quizzes for the current academic year, they do not need to complete them again.

Registration fee is not required.

Step 5: all signers complete Requirements in 1 week

All signers will have one week to complete necessary requirements. During this entire Change of Signers process, the organization’s status is changed to “Group Not Registered Yet,” and RCOs are unable to conduct business with campus departments, such as requesting room reservations or accessing RCO funds. 

All organizations are encouraged to complete the registration requirements in a timely manner so that the organization can be recognized to access RCO benefits.

Step 6: Final review and approval by COVP

Once all signers complete their requirements, the organization is placed in the queue for final review by the COVP staff. If no further actions are needed, the new list of signers will be updated on CampusGroups, and the organization will be recognized and able to conduct business.

NOTE

Any changes made to the list of signers for Spring 2025 will only be in effect until June 2025. Changes for the 2025-2026 academic year can be made when registration opens in Summer 2025.

Requirements of an Organization

Must have a minimum of three and a maximum of five authorized signers throughout the academic year.

It is a signer’s responsibility to request to be removed if they:

  • Leave the organization
  • Are no longer in a leadership position
  • Graduate/are no longer an enrolled UCI student

NOTE: The change of signers form IS NOT used to request to add an officer to manage the organization’s group page. To add officers, submit a request to campusorgs@uci.edu.

  • Please also refer to the Frequently Asked Questions below for specific directions to add officers.

The list of signers will be effective for the duration of the 2024-2025 academic year. Change of signers for the 2025-2026 academic year should be submitted in July 2025, during the registration process.

Requirements that remain incomplete after the allotted time may result in the organization not meeting the minimum requirements to be in good standing as a recognized campus organization. This may impact the organization’s recognition status for the duration of the academic year.

For questions, please contact campusorgs@uci.edu.

Frequently Asked Questions

Can I change signers now?

The Spring 2025 request to change signers for the duration of the 2024-2025 academic year is available Thursday, March 27, 2025 – Friday, April 11, 2025. Once the process is complete, the list of signers will remain in effect through June 30, 2025.

Updates to signers for the 2025-2026 academic year can be made when the Campus Organization Registration opens in July 2025.

Once our organization is recognized for the 2024-2025 academic year, when can we change signers?

After an organization has been recognized, an authorized signer may submit a request to change signers for the duration of the 2024-2025 academic year until Friday, April 11, 2025. The list of signers will remain in effect through June 30, 2025.

Can new organizations change signers throughout the year?

No, new organizations cannot change signers during the school year. When you register your new organization, please ensure that the signers you establish during registration will remain signers for the entire academic year. If signers become ineligible, please contact campusorgs@uci.edu to request a change.

Why would I change signers? Do I have to change signers throughout the year?

You may decide to change signers for any of the following reasons:

  • One of the current authorized signers is graduating within the academic school year and cannot maintain their position after their graduation date.
  • Your organization held elections during the current academic school year.
  • A current authorized signer does not wish to fulfill their role any longer.
  • A signer is no longer enrolled as a UCI student.

Note: There must be a minimum of three authorized signers listed for your organization to be recognized for the academic year.

If your organization holds elections in the Spring Quarter for the following year, you do not need to submit a change of signers request. Instead, you will wait until the re-registration window opens for the next academic year.

For example, your organization holds elections in May 2025 for the 2025-2026 academic school year. You DO NOT need to make a request to change signers. You will wait until Re-Registration opens for the 2025-2026 year in July 2025 to make changes.

What are the instructions for signer changes when the request form becomes available?

After the organization has been recognized, any authorized signer has the authority to request to remove or add other authorized signers. Please be sure to speak with other signers before making changes. If you think there is a mistake, please contact our office.

If your organization plans to change authorized signers, please review and plan for the following:

  • Designate one person on behalf of the organization to submit one request form.
  • If you plan to remove a President or Treasurer, please designate either an existing or new authorized signer who will assume those respective positions.
  • Ensure that your organization maintains a minimum of 3 authorized signers and that all new signers are currently enrolled UCI students. The organization can have a maximum of 5 authorized signers.

During the change of signers process, the organization’s recognition status will be listed as “Group Not Registered Yet” and the organization will be unable to conduct business with campus departments.

As a signer, it is your responsibility to request to remove yourself if you leave the organization or if you are no longer in a leadership position. The new signers/leadership are required to re-register the organization for the next academic year.

Once the organization’s list of signers is changed, what happens to our existing reservations with Student Center & Event Services (SCES)?

Upon registration approval, if the SCES reservation holder was removed as a signer, the SCES contract must be transferred to a new signer.  To do this, the existing contract holder must contact the event planner to make the necessary changes:

  • Designating an authorized signer as the new reservation holder
  • Including the new reservation holder as a “cc” on the notification email
I’d like to give additional CampusGroups access to someone as an officer.

This person who will have CampusGroups access will NOT be an authorized signer, meaning they cannot conduct business on behalf of the organization. Instead, they will hold the officer role.

Officers will:

  • Have access to the RCO’s CampusGroups page, including the following:
    • Edit Group Settings
    • Send Emails
    • Create Events
    • Manage Events
    • Manage Members
    • Manage Surveys & Forms
    • Manage Tracks & Checklists
    • Edit Website
    • Create News

Officers will NOT:

  • Be publicly visible as a group officer.
  • Have signer privileges.
  • Need to complete COOL modules and related quizzes.

You may request to add up to 5 officers.

  • NOTE: Requesting to add officers is NOT the same as requesting a change of signers. Please follow the directions below to add officers; do NOT follow the Change of Signers steps to add officers.

Please have an existing signer send an email from their UCI email address to campusorgs@uci.edu to make this request. Include the name, email, and title/role for each officer.