Why Renew?

All CIOs are required to renew each spring to retain your status as an active CIO in relationship with the University.  Active CIO status allows you to market on HooView TV screens, reserve spaces on Grounds, request storage space in Newcomb Hall, and apply for SAF funding through Student Council. 

Failure to renew by the deadline will result in your CIO losing CIO status and therefore access to the privileges provided to CIOs.

Renewal Timeline

CIO Renewals will take place April 1st at 9am - May 6th at 9 am. in the Hoos Involved Platform.  

Steps to Renewing Your CIO

1. COMPLETE OFFICER TRANSITION (if you have not done so already)

• As many CIOs transition officers in the spring around the renewal period, make sure to plan a successful transition overall and make it clear what new and outgoing officers need to do for renewal. 
  • Check out the CIO Transition checklist to help make your officer transition as seamless as possible. 
• OUTGOING OFFICERS are encouraged to add/update the new officers in Hoos Involved before April 1st OR complete the Hoos Involved portion of the renewal for the CIO (see step 3 below)
  • Note: if you haven't selected your new officers yet, please do so as soon as possible and make the updates in Presence.
• INCOMING OFFICERS need to complete the required Transition Training and sign the CIO Agreement (see step 2 below).   
  • Note:  ONLY the incoming President should complete the Transition Training and sign the CIO agreement.

2. PRIOR TO GOING INTO HOOS INVOLVED TO RENEW, YOU MUST COMPELTE THE FOLLOWING:

• Have your INCOMING President complete the REQUIRED online CIO Transition Training: RSVP here
• At the end of training, SIGN the 2025-2026 CIO Agreement (document is ONLY available in the training)
• Update and re-save your 2025-2026 Constitution
  • TAKE THIS TIME TO REVIEW your constitution - does it meet your needs? Does it provide real guidance on how to operate your CIO? 
    • Consider connecting with Student Council's CIO Consultants to have them review the document with you during their office hours 
  • Please make sure you update the non-discrimination clause as the language may have changed since you last updated it. As of Spring 2025 the following language must appear verbatim in your constitution: 
    • “[ YOUR CIO NAME] does not restrict its membership, programs, or activities on the basis of age, color, disability, gender identity, marital status, military status (which includes active-duty members, reserve service members and dependents), national or ethnic origin, political affiliation, race, religion, sex, sexual orientation, veteran status, and family or genetic information absent an approved petition restrict." 
• Make sure the non-affiliation language is included on ALL websites and social media platforms. Google your CIO’s name and delete old websites. Non-affiliation statement to include:
  • 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.
• Check that your organization is using the University’s name and logos correctly in ALL places (urls, social media pages, websites, etc.). 
• Make sure you have a CIO email address - NOT a student email (you MUST provide this during the renewal process)
• ALL CIOs which plan to spend University funds MUST have an bank account either at Alumni Hall or another financial institution and be registered as a supplier with the University (you will be prompted for this information during the renewal process)
  • See information on getting a bank account and registering as a supplier here

3. ONCE EVERYTHING ABOVE IS COMPLETE, HAVE CURRENT OFFICERS GO TO YOUR CIO'S PAGE ON HOOS INVOLVED AND COMPLETE THE RENEWAL

• Current CIO admins (usually outgoing President or Treasurer) will be prompted on their admin dashboard to complete the renewal form - go through the form and review and UPDATE ALL FIELDS
• You will be prompted to upload the CIO Agreement signed by the Incoming President as part of Transition Training (see step 2 above) and an updated Constitution with this year in the file name
• Update your roster for your organization:
  • At the end of the renewal form you will be prompted to update your roster, this allows you to add new members, update members' positions as needed, and remove any graduating members
  • All CIOs must have a minimum of 10 members to remain active - however, all members of your CIO MUST be added to remain in compliance with your CIO agreement
  • After your renewal form is submitted and approved, all new members will automatically be sent an email inviting them to join your portal - they must accept this invitation to be listed on your roster (and be counted as part of your 10 members) 

4. SUBMIT YOUR FORM AND NEXT STEPS

• After you complete your form and it is submitted, the form will be reviewed by the Student Engagement Team. Please keep in mind, the team will be reviewing close to 800 forms during this period - your patience is appreciated. 
  • If edits are needed to your form, the Student Engagement Team will reach out to you to make these changes. 
  • If your form is approved, you will be notified via email and your organization will automatically be shown as active again in Hoos Involved. 
• After your CIO is renewed, you will again be able to go into the Admin Dashboard for your Hoos Involved portal in order to:
  • Make changes to your portal information by hitting the "EDIT" (pencil) button as needed
  • Update/Add members/officers/roles whenever you have new folks join the group or take on other roles by selecting "Roster"
• Make sure to ADD NEW OFFICERS to the CIO Communications List Serv in order to receive important updates from the University and Student Council. Outgoing officers should also remove themselves. 
• SAVE THE DATE for the REQUIRED IN-PERSON CIO SUMMIT which will take place in the Fall (attendance by at least two officers of your CIO is mandatory to keep your CIO Status Active)

Questions

If you have questions, email us at [email protected] or sign up for a one-on-one meeting with a member or staff