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Club/Organization Re-Registration Requirements

2020-2021 Academic Year

 

PURPOSE :

In order to maintain University Recognition, student organizations are required to re-register with the Department of Student Engagement and Activities (hereinafter referred to as “SEA”). This re-registration process is restricted to those groups that hold University Recognition for the current academic year (2019-2020), including those groups that were approved in the most recent New Club/Organization Process.

Recognition is the formal process by which the University agrees that a club or organization may function on campus, enroll members, and identify with the University. Re-registration allows SEA a process by which appropriate records for all student groups can be maintained. Information requested during the re-registration process includes, but is not limited to, the organization’s Statement of Purpose, Executive Board members, and Advisor information.

TIMELINE :
Process Opens: April 20, 2020, 9am
Extended Submission Deadline: July 27, 2020, 8am.   ** NOTE :   Initial submissions will be accepted on a case-by-case basis after this point . **
Final Revision Deadline: August 13, 2020, 8am.   ** NOTE :   Revised submissions will be  accepted on a case-by-case basis after this point . **
** NOTE :  Approvals will be done on a rolling basis, however registrations cannot be approved until Spring 2020 grades are available.**

PROCESS :
**NOTE: Only the person who submits the re-registration will have access to make changes as the submission is linked to their account. Organizations must ensure whoever submits the re-registration will be responsive to emails from April-August 2020. Failure to respond to emails or resubmit forms could result in the organization’s inability to be recognized for the 2020-2021 academic year.**

To re-register an already existing organization, including those that were approved during the most recent New Club Process, please log onto   SB Engaged  and follow the steps below:

  • Access your “Action Center” by clicking the Switchboard Icon at the top right corner of your page and click “Manage”.

REG

  • From your action center home page, you will see a list of your organizations. From here, there are two ways to re-register.
  1. Click the name of your organization to navigate to the management section. If the organization is eligible for re-registration, you will see the following message: REG 2
  2. Click “RE-REGISTER THIS ORGANIZATION” to start the process.

OR

On your Action Center homepage, select the "REGISTER AN ORGANIZATION" button on the top right hand side.

REG 3

 

 

 

 

 

 

a. On the next screen, you will be shown a list of all organizations on campus. Locate your organization by typing in the name or scrolling through using the “next” button. If your organization is eligible for re-registration, you will see a blue “RE-REGISTER THIS ORGANIZATION” button to the right of the org. You may also see that an existing submission is already in progress.

REG

** NOTE :  All required information   MUST  be submitted in order for an organization’s re-registration to be considered complete. **

REQUIREMENTS:

Organizations must have the following to be considered for and maintain campus recognition

1. An executive board consisting of minimally a President, Vice President, Secretary, and Treasurer

a. All executive board members must meet the following requirements:

i. Each may only hold one position on the executive board

1. Those students who wish to serve on the executive board of more than one organization that receives funding should confer with the funding source to determine potential concerns.

ii. Each must meet the GPA requirement put forth by the Department of Student Engagement and Activities of 2.25, 2.5, and 3.0 for Undergraduate, Fraternity and Sorority, and Graduate organizations respectively.

1. Transfer students are permitted to hold executive board positions provided proper verification is sent via email to the department from the most recent institution. This verification must show the student name, institution name, and the appropriate cumulative GPA.               

iii. Each board member must be in appropriate conduct standing with the University. S anctions of University Probation or higher, or a sanction restricting participation in clubs/organizations or from holding leadership positions disqualify students from serving in an executive board or leadership position.

iv. Each board member must be matriculated and working toward a degree

2. A faculty or staff member willing to serve as their advisor

i. Once the organization's registration form is approved, the advisor will have to accept their membership and terms and conditions on the SB Engaged roster.

3. A “Statement of Purpose” unique to the proposed organization, that does not duplicate or closely resemble that of another organization.

a. An organization’s “Statement of Purpose” is a short, succinct statement which accurately reflects the purpose of the organization, as well as any qualities unique to it. The Statement of Purpose should be no longer than a few sentences. By reading this “Statement of Purpose” a person who is unfamiliar with your organization should be able to clearly determine what it is the group does, what it brings to the Stony Brook community, why they might want to be part of the organization, as well as any other information that clearly separates the organization from others on campus.

b.  Please note the Department of Student Engagement and Activities has the right to deny recognition of any student organizations whose “Statement of Purpose” duplicates or strongly resemble each other.

4. A constitution that follows the model constitution provided by the Department of Student Engagement and Activities, and is in line with state regulations.

a. The approved model constitution can be found on the “Student Engagement and Activities” page on SB Engaged under the documents tab.

5. A general club email address (i.e. Gmail, etc.)

6. At least 15 general body members on the SB Engaged roster in addition to the top 4 executive board members and the advisor, for a total of 20 members on the roster.

a. Fraternal organizations should follow the roster requirement outlined in the Recognition Guidelines for Registered Fraternities and Sororities.

7. An approved re-registration form that includes all required information

8. Upon receiving approval from the Department of Student Engagement and Activities, executive board members will be required to accept the terms and conditions of their position on the organization's SB Engaged roster.

For a complete, detailed list of all guidelines and policies, please refer to the Recognition Guidelines for Registered Student Organizations

** NOTE :   If an organization feels there is a valid reason any or all of the above requirements cannot be met, please contact studentengagement@stonybrook.edu to schedule an appointment. **

Once all steps in this process are completed appropriately, the group will be granted recognition.

Important Notes

  • Registrations will be reviewed on a rolling basis, however no registration will be fully approved until SEA can confirm all board members meet both GPA and conduct requirements. As such, no approvals will be given until after spring 2020 grades are available. This does not mean, however, that groups must wait until that time to submit the re-registration.
  • Documents will be reviewed for accuracy, inclusion of all required information, as well as basic readability. Remember, these documents should be easily understood by those that are unfamiliar with your group, as they will be included on the organization’s SB Engaged page.
  • It is very possible some documents will not be approved the first time they are submitted and will need revisions, sometimes more than one. That’s okay! Staff members in SEA will review all submitted documents and provide clear notes for any documents that must be resubmitted. It is in a group’s best interest NOT to wait until the last day to submit your re-registration so there is plenty of time to make any necessary revisions and resubmissions. While we cannot check e-board requirements until the end of the semester, items such as Statement of Purpose, Constitution and general form requirements can and will be reviewed as they are submitted, even if we cannot yet check e-board eligibility. 

Please be patient. While we understand groups are excited about this process, in order to appropriately consider each group’s materials we must carefully review all components of each submission. This is extremely time consuming, and while we will work as quickly as possible, it could take several weeks to hear back from us. You can contact us via email ( studentengagement@stonybrook.edu ) to check on your progress if you feel it necessary, however please trust we are working as quickly and thoroughly as we are able.

 

Please Note: Due to the current pandemic, all dates and policies are subject to change to ensure the best interest of our students, as well as compliance with federal, state and University regulations.


Questions? Contact the Department of Student Engagement and Activities.

 Phone: 631-632-9392

Email: studentengagement@stonybrook.edu