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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 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
Submission Deadline: July 15, 2020, 8am.   ** NOTE :   Initial submissions will be  NOT  be accepted after this point. **
Final Revision Deadline: August 13, 2020, 8am.   ** NOTE :   Revised submissions will be   NOT  be accepted 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. **

REQUIEMENTS:

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 good judicial standing with the University

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 judicial 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.

Pre-scheduling Timelines & Deadlines

Large Scale Events:

      • Organizations can request one event per month at this time
      • Pre-scheduling will open on April 20, 2020 at 9am and will close on May 4, 2020 at 8am. 
        • Requests submitted prior to the date and time noted will be denied
        • Requests will not be accepted after the deadline 
      • SAC events (Ballroom A, Ballroom B, and SAC Auditorium) can be requested now. 
      • Undergraduate College Centers (Tabler Black Box, HDV Center, LDS Center, SSO Center, etc) can be requested now, however they will not be approved until at least May 4, 2020
      • Campus Recreation and Wellness Center (MAC Courts, etc) can be requested for any one day events that benefit the campus community. While they may be requested, these events will likely not be approved until later in the summer. 
      • Information on Union spaces will be available at a later date
      • Upon approval of a group's re-registration, the executive board will be asked to confirm any existing event reservations. The group will be given a deadline by which they must confirm the reservations and create events in SB Engaged. After these events are confirmed, the new 2020-2021 25Live information will be sent to the organization email. 
      • Groups that miss the deadline may submit after the 2020-2021 executive board receives updated 25Live login information. 
      • Current 25Live accounts will be disabled as of May 4, 2020 to allow time to reset for the 2020-2021 year.

 

Block Booking:

      • Block booking meetings are limited to one 50 minute meeting per group, per week. Groups may request an additional executive board meeting no earlier than September 23, 2020. Requests made prior to this date will be denied and will need to be resubmitted after 9/23/20.
      • All block booking meetings must begin on the hour to remain in line with academic vectors. This does not apply to practices for sport clubs and performance groups. 
      • Block booking for spaces in the Campus Recreation and Wellness Center will not be accepted at this time, due to the fitness schedule not being confirmed. Information will be sent via email when these spaces can be requested. This includes requests for practice space. 
      • Block booking for academic spaces will not be accepted at this time due to the academic schedule not being finalized. Information will be sent via email when these spaces can be requested.
      • Block booking for areas outside of the SAC will be approved on a semesterly basis. Any requests for block booking for spring 2021 in any space outside of the SAC will be denied. 
      • Organizations that require the use of technology for block booking must request an academic space when they are available to request. Portable multimedia kits will not be approved for block booking. 
      • As with pre-scheduled events, requests can be made until May 4, 2020 at 9am, at which time current 25Live accounts will be disabled. 
      • Those groups who do not submit by the deadline may submit after the 2020-2021 board receives the new 25Live login information.

 

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 ActivitiesLocation: SAC 218Phone: 631-632-9392Email: studentengagement@stonybrook.edu