September 2026 Newsletter

Good afternoon, Student Leaders!

We hope your first few weeks of the semester have gone smoothly! OSA has been excited to welcome students back to campus and begin another year of supporting your organizations. As everyone settles into the semester, we have a few important reminders and upcoming opportunities to share with you.

Student Organization Summit Follow-Up:

Thank you to everyone who was able to attend the Student Organization Summit (SOS)! We were very pleased to offer a more streamlined approach to SOS this year, and we hope the training was helpful in preparing you and your organization for the year ahead.

If you were unable to attend SOS, or if you need to update your access to SAC Online, a make-up training session will be held via Zoom on Friday, September 18. Registration is open now and will close on Wednesday, September 16.

More information and registration can be found here

Group Registration Status:

We thank groups for their continued patience with the annual re-registration process. The speed of review is much improved when groups fully read and follow all feedback received about necessary edits.

As a reminder, undergraduate groups are required to both re-register on PennClubs AND complete required training through OSA. Undergraduate groups that have been approved in PennClubs but who have NOT attended the Student Organization Summit or the make-up session will lose their approved registration status.

Graduate groups are only required to complete the PennClubs re-registration process.

Remember, a group is not fully approved until you receive a notification through PennClubs that you have been approved.

Student Organization Fundraising:

Interested in learning more about the new student organization fundraising process at Penn?

Join the Penn Fund’s virtual Student Organization Fundraising Info Session on Friday, September 25 from 2–3 p.m.

This session will provide an opportunity to learn more about the fundraising process and ask questions about how your organization can get started.

More information and registration

Locust Walk Reminder:

If your group is setting up on Locust Walk, you must have a reservation through the OSA Banner Pole site.

Locust Walk is only reservable to groups who have completed all of their registration steps, have been approved on PennClubs, and have completed any required training, such as SOS.

Groups can reserve:

• A table
• A table and poles
• Poles only
• A space if you have your own equipment

Please note that moving metal patio tables and chairs from other campus spaces does not count as having your own equipment. If you need a table or other equipment, please make sure to include it in your reservation. If you reserve a table or poles or both, there is not a need to additionally request a stand-alone space.

Reservations open on a rolling weekly basis, resetting each Friday morning for the following week.

You can make a reservation through our website here

Hazing Prevention Resources:

As we welcome new members into many student organization, this is a timely reminder for all current members to do their part to ensure their organization is free of hazing activities.

Groups received training on hazing prevention at SOS and this information should be shared widely within your membership. Remember that Penn student organizations should be welcoming and supportive experiences for all members, especially those who are new to our communities. Make good choices, even if it means ending a long-time tradition, to prioritize this inclusive behavior. OSA has hazing prevention resources available online and our staff is resource to support you in building a healthy and positive culture in your organization!

A Final Note from OSA:

We thank you for your continued patience as we work through the beginning-of-semester rush. We appreciate your understanding as our team works to get groups through these processes.

OSA is proud to support our many student organizations and the great work you each do to support your communities. We look forward to a great year ahead!

Hello Student Group Leaders, 

As the end of the academic year approaches, campus is buzzing with energy! So much of that is because of you and your fellow student organization leaders! This final newsletter of the year includes important end-of-semester deadlines, a spring exit checklist to help your group wrap up smoothly, information about the upcoming Constitution & Bylaws requirement, and a save-the-date for the Fall 2026 Student Organization Summit. Thank you for everything you’ve contributed this year, and best of luck to those closing out the semester with events, performances, lectures, and more! 

Spring Exit Checklist 

Before your leadership team heads into summer (or life post-Penn) please make sure your group has completed the following: 

Organizational Continuity 

• Update the PennClubs Owner and confirm the primary contact email is current. This ensures your group receives key updates over the summer, including re-registration reminders and fall training information.  

• Introduce incoming leadership to relevant campus advisors, OSA staff, and any key campus partners. Early connections set new leaders up for success. 

• Share all passwords, access codes, and keys with incoming leadership. 

• Make plans for any group-owned items currently stored at personal residences. 

• Return any P-cards for members who are graduating or not continuing in their role. 

Financial & Administrative Tasks 

• Deposit any outstanding group revenue. 

• Submit all reimbursement and payment requests by April 29. 

• Ensure incoming leadership is prepared to attend the Student Organization Summit in order to have access to SAC Online for the coming year 

Governing Documents 

• Begin working on your group’s Constitution and Bylaws. Updated governing documents will be required as part of Fall 2026 re-registration. See the section below for more details. 

Constitution & Bylaws: A Fall 2026 Requirement 

As previously announced at the Student Organization Summits in August and January, all registered student organizations will be required to submit an updated Constitution and Bylaws as part of the Fall 2026 re-registration process. 

Your governing documents are more than paperwork, they are the foundation for how your group makes decisions, welcomes members, manages finances, and upholds shared values. A strong constitution ensures that your organization can function fairly and effectively regardless of who is in leadership. 

Key components to review or develop in your Constitution and Bylaws include: 

• Mission, values, and organizational purpose 

• Membership eligibility, expectations, and processes (including leave of absence and removal) 

• Officer/Executive Board roles, responsibilities, and selection processes 

• Voting and quorum requirements 

• Financial structure and procedures 

• Amendment process 

OSA hosted two Constitution & Bylaws workshops this spring. If your group wasn’t able to attend, the presentation slides are available here and provide detailed guidance on each of these components. OSA staff are also available to consult with your group as you work through your documents. 

We strongly encourage groups to begin this work over the summer so you’re ready when re-registration opens in the fall. 

What to Expect This Summer 

OSA will be in touch beginning the week of July 6th with the following: 

• Group Re-Registration for the 2026–27 Academic Year: The re-registration process for returning student organizations will open. Be sure your PennClubs profile is up to date with current leadership so your group receives these communications. 

• Student Organization Summit Registration: More information about the Fall Student Organization Summit (see below) will be shared, including how to register. 

Save the Date: Fall 2026 Student Organization Summit 

Monday, August 24, 2026 

Mark your calendars! The Fall 2026 Student Organization Summit will take place on Monday, August 24th. This is a key kickoff event for student group leaders at the start of the academic year, covering important updates on operations, funding, policies, and more. 

Please plan for your organization’s President and Treasurer to attend. Additional details, including registration, will be shared via email during the week of July 6th. 

End-of-Semester Programming: Important Dates & Deadlines 

Please keep the following dates in mind as you finalize your spring programming and wrap up organizational business: 

• April 29: Last day for undergraduate student organization events and programming (including events at third-party venues) 

• April 29: Final day for undergraduate financial transactions, reimbursements, and payment requests 

• April 30: Hey Day (Class of 2027) & Final Toast (Class of 2026) 

• May 10: Last day for graduate & professional student organization events 

No exceptions will be made to the April 29 financial deadline. Please ensure all transactions, funding claims, and reimbursements are submitted on time. If you have questions, contact your OSA Financial Coordinator. 

Thank you for the energy, creativity, and care you’ve brought to your organizations and to student life at Penn this year. We hope you enjoy a successful end to the semester and a well-deserved break. We look forward to an exciting year ahead! 

Warmly, 

The Office of Student Affairs