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Club/Organization Re-Registration 

2022-2023 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 groups who are currently active, as well as groups who have been inactive for no more than 2 semesters and are eligible to re-register. Please see this list for groups who are inactive but eligible to re-register. Organizations who are currently Inactive/Eligible to Re-Register must have the primary contact for the organization  email studentengagement@stonybrook.edu to have their organization activated in SB Engaged . Organizations that were approved for recognition in the spring 2022 New Club/Organization Process are required to take part in the re-registration process to maintain recognition for the 22-23 academic year. If interested in starting and registering a new organization please review the requirements and process outlined here

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 AND IMPORTANT DATES:

Step 1: E-Board Updates

Process Opens: April 18th, 2022 at 8am

Process Closes: May 24, 2022 at 8am

Each organization that wishes to be recognized for the 2023-2023 academic year will need to have the executive board members complete the appropriate Re-Registration E-Board Update Form (linked below). This form must be completed by each individual. Students may not complete the form for anyone else, and must be completed only by the 22-23 executive board leaders. SEA will use this information to complete eligibility checks for all board members.

Please note: Groups that do not meet the May 24th submission deadline will be required to wait until the Late Re-Registration period outlined below to complete the process and may not be permitted to take part in the Involvement Fairs or function or request events/space prior to their approval. 

**Approvals will be done on a rolling basis, however E-Board Update Forms cannot be approved until Spring 2022 grades are available.**

Step 2: Re-Registration Form

Process Opens: June 16th, 2022 at 8am

Process Closes: DEADLINE EXTENDED! July 25th, 2022 at 8am

Organizations with approved leadership who have successfully completed Step 1 E-Board Updates will have the opportunity to complete the re-registration form. The re-registration form should take no longer than 10 minutes to complete. Approvals will be done on a rolling basis, with the hope that forms will be approved within 2 weeks of submission. Completion and approval of the Re-Registration E-Board Update Form, and the Re-Registration form will allow groups the following privileges: 

  • Inclusion in the 22-23 Involvement Fairs
  • Updated SBEngaged pages prior to new student orientation
  • 25Live access to request space for meetings/events

*Note: Groups that do not meet the July 18th submission deadline will be required to wait until the Late Re-Registration period outlined below to complete the process and may not be permitted to take part in the Involvement Fairs or function in any way prior to their approval. 

Late Re-Registration

Process Opens: September 6th, 2022 at 8am

Process Closes: September 20th, 2022 at 8am

Late registration will be offered to eligible organizations that wish to be active but did not meet the initial deadlines. Groups that participate in late registration will not be able to be active until after their registration has been approved. As such these groups will not have the opportunity to be part of the Involvement Fairs, nor have access to 25 Live to request and host meetings and events until after their approval.

Organizations who are currently Inactive/Eligible to Re-Register must have the primary contact for the organization email studentengagement@stonybrook.edu to have their organization activated in SB Engaged. 

Organizations wishing to partake in the Late Re-Registration process must ensure they meet the requirements listed below in the "Requirements" section. Additionally, the below forms will be required as part of the Late Re-Registration process:

Late Re-Registration E-board Member Form

(to be completed by the President, Vice President, Secretary, Treasurer)

Late Re-Registration Advisor Agreement Form 

(to be completed by the intended advisor for the organization)


REQUIREMENTS FOR REGISTRATION:

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

  • An executive board consisting of minimally a President, Vice President, Secretary, and Treasurer. Executive board members must:
      • Hold only one position on the board unless otherwise approved by SEA in writing
      • Be matriculated, currently enrolled in classes, and working toward a degree respective to the organization they represent (i.e. undergraduate or graduate) unless otherwise approved by SEA in writing. 
      • Be in appropriate conduct standing with the University. Sanctions 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.
      • Meet the minimum GPA requirement for the specific organization type they wish to represent
          • Undergraduate executive board members must maintain at least a 2.25 cumulative GPA
          • Fraternity/Sorority executive board members must maintain at least a 2.5 cumulative GPA
          • Graduate executive board members must maintain at least a 3.0 cumulative GPA
          • 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.
        • Upon receiving approval executive board members will be required to accept the terms and conditions of their position on the organization's SB Engaged roster.
  • A faculty or staff member willing to serve as their advisor.
    • A “Statement of Purpose” unique to the proposed organization, that does not duplicate or closely resemble that of another organization.
      • 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.
      • 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 resembles each other.
  • A constitution that follows the model constitution provided by the Department of Student Engagement and Activities, and is in line with state regulations.
      • The approved model constitution can be found on the “Student Engagement and Activities” page on SB Engaged under the documents tab.
  • A general club email address (i.e. Gmail, etc.)
  • An approved re-registration form that includes all required information
  • All organizational activities, rules, regulations, practices, and constitution/governing documents shall adhere to and abide by the Community Guidelines for Recognized Student Organizations, as well as all regulations and policies maintained by the University including but not limited to: Code of Student Responsibility, University Policy Manual, the respective organization’s governing constitutions/bylaws, all local, state, and federal laws, and any guidelines imposed by externally incorporated organizations or sponsors where applicable and when in congruence with University policy. Organizations with inter/national risk management policies must abide by the stricter policy

**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.**

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 2022 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.
  • 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.
  • Please be patient as we thoroughly review all components of each submission. You can contact us via email (studentengagement@stonybrook.edu) to check on your progress.

HOW TO ACCESS AND COMPLETE THE RE-REGISTRATION FORM:


**NOTE: Only the person who submits the re-registration will have access to make changes as the submission is linked to their account. The form will be available once the organization has successfully completed the Step 1 E-board Update Form and has approved leadership. Organizations must ensure whoever submits the re-registration will be responsive to emails from May - August. Failure to respond to emails or resubmit forms could result in the organization’s inability to be recognized for the 2022-2023 Academic Year**

To re-register an already existing organization 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. 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.**


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