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Club/Organization Executive Board Updates, and Inactive Club/Organization Registration

2022-2023 Academic Year


TIMELINE AND IMPORTANT DATES:

E-Board Updates

Process Opens: November 22nd, 2022 at 12pm

Process Closes: December 12th, 2022, at 8am

All student organizations must complete the below form (respective to org type, i.e. Undergraduate, Graduate or Fraternity/Sorority) indicating if there have been or will be changes to their Fall 2022 executive board, or if their executive board will remain the same as Fall 2022. 

For Undergraduate and Graduate groups, we are only collecting information for the President, Vice President, Secretary, and Treasurer positions.

For Fraternity & Sororities, the four previous positions will be collected, as well as New Member Educator, Recruitment Chair, Risk Management Chair, Five Star Chair, Scholarship Chair, Philanthropy/Service Chair, IFSC Representative and other organization specific executive board position that do not fall in to the above positions

This form must be completed by 12/12/2022 at 8am. 

Spring 2023 Undergraduate Club Eboard Update Form

Spring 2023 Graduate Club Eboard Update Form

  • If your executive board has not/will not change, one person should complete the form and indicate as such. Once the form is completed no further action is necessary.
  • If your e-board for the Spring 2023 semester is different than what is listed above, all members of the executive board must complete the form linked above and sign off on the terms and conditions of their positionno later than Monday, 12/12 at 8am. Please note each individual member should complete their own form and sign off on the terms and conditions of their position. This step needs to be completed by all members of the organization, not just those that are changing.

Fraternity & Sorority E-board Update/Reaffirmation Form - Spring 2023

    • Please note each individual member should complete their own form and sign off on the terms and conditions of their position.
Inactive Organization Registration

Process Opens:November 21st, 2022 at 12pm

Process Closes: December 5th, 2022 at 8am

All organizations that are currently inactive have the opportunity to become recognized and active again for the Spring semester! Click here to see a list of the Inactive Organizations. Please take a few minutes to complete the interest form below to let us know your intentions no later than 8am on Monday, December 5, 2022. If we do not hear from your organization we will assume the group does not want to become active for the spring and you will not receive any further communication. 

If the group is interested in being active for the spring we will be in touch with the contact person noted on the form during the week of December 5 with next steps. 

Spring 2023 Inactive/Eligible to Re-register Organization Interest Form

 


Frequently asked questions (faq):

Q: When are the e-board update forms due?

A: December 12th, 2022 at 8am

 

Q: What happens if we do not submit the forms by the deadline?

A: Failure to complete this requirement may impact the ability for your club/organization to maintain University recognition. If you have concerns about meeting this requirement, please contact a member of the Student Engagement and Activities Department.

 

Q: Who needs to complete the e-board update form?

A: If one or more executive board members have changed from what is listed above, all members that will serve in their positions in the Spring 2023 semester must complete the e-board update form. For Undergraduate and Graduate groups, we are only collecting information for the President, Vice President, Secretary, and Treasurer positions. For Fraternity & Sororities, the four previous positions will be collected, as well as New Member Educator, Recruitment Chair, Risk Management Chair, Five Star Chair, Scholarship Chair, Philanthropy/Service Chair, IFSC Representative and other organization specific executive board position that do not fall in to the above positions.

 

 

Q: Why do I have to complete the e-board update form?

A: Completing the e-board update form allows us to check your e-board members' eligibility to serve in their position for the spring semester, provides us with up to date contact information, and allows all e-board members to accept the terms and conditions of their position.

 

Q: Do I need to do anything if my e-board has not changed this semester?

A: If your e-board has not and will not change for the Spring 2023 semester, you will still need to complete the review form and mark off that the e-board will remain the same. No further action will be required. 

 

Q: Can I complete one form on behalf of another e-board member in my club/organization? 

A: No, individual e-board members must complete their own form as it will collect their email address, and will ask them to sign off on the terms and conditions of their respective position.

 

Q: What happens after my club/organization submits the form?

A: Staff from the Department of Student Engagement and Activities will review all of the forms and check eligibility. If your group has met the requirement, there will be no further action necessary and we will update your SB Engaged roster with the information you provided. If there is an issue with your club/organization form, someone from the Department will reach out to individual members and/or the organization for further instructions.


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