Fall 2020 New Club/Organization Process
New Club/Organization Process
Step 1 - Initial Proposal (Opens 9/28/2020 at 8:00am, Closes 10/12/2020 at 8:00am)
Proposed groups will fill out the New Club/Organization Initial Proposal form on SB Engaged and submit the following information
- Organization Name
Statement of Purpose
- A Statement of Purpose that is unique to the proposed organization, and does not duplicate or closely resemble that of an already existing organization. This also includes but is not limited to organizations with similar goals but differing national and international affiliations, and organizations who may closely resemble or duplicate services offered by Stony Brook University offices or departments.
Growth and Sustainability Plan
A comprehensive growth and sustainability plan for the new organization that details
the following points:
- How the organization plans to contribute to the Stony Brook community, local or national community if applicable
- A plan by which the organization will encourage new and continued membership
- A detailed executive board transition process. This is NOT an election process, but the process by which the outgoing executive board will prepare the incoming executive board to lead the organization
- A comprehensive growth and sustainability plan for the new organization that details the following points:
Program Proposal: a proposed event the group plans to have if granted recognition
What is the purpose of the event?
- How does this event support the mission of the organization?
- How does this event contribute to the Stony Brook community?
- How would you foresee this event growing/expanding in future years?
- What is the purpose of the event?
A committee will review the proposal and make a decision on whether the proposed group will move on to the second step in the process. This decision will be made based on the duplication policy which states:
The Department of Student Engagement and Activities has the right to deny recognition to any student organizations whose "Statement of Purpose" duplicates or strongly resembles that of another recognized organization. This also includes but is not limited to organizations with similar goals but differing national and international affiliations, and organizations who may closely resemble or duplicate services offered by Stony Brook University offices or departments.
The New Club/Organization Process - Step 1 form can be accessed on the main page of SB Engaged under 'Campus Links'
Step 2 - New Club/Organization Process (Opens 10/19/2020 8:00am, approvals on a rolling basis until 11/20/2020)
Proposed groups who have been granted initial approval to move on to step 2 will need to complete the New Club/Organization Process form, and demonstrate the following criteria:
An executive board consisting minimally of a President, Vice President, Secretary
and Treasurer. All executive board members must meet the following requirements:
- Hold only one position on the executive board
Meet the GPA requirement put forth by the Department of Student Engagement and Activities
of 2.25 for undergraduate students and 3.0 for graduate students
- This will be based on a person’s cumulative grade point average
- Transfer students are permitted to hold executive board positions provided they are current SBU students and proper verification is provided in the application. This verification must reflect the student’s name, institution name, and the appropriate cumulative GPA.
- No more than two executive board members for a newly proposed undergraduate organization may hold a U4 standing
- Executive board members must 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.
- Be matriculated and working toward a degree
- A faculty or staff member that is willing to serve as the advisor
A constitution that follows the model constitution provided by the Department of Student
Engagement and Activities, and is in line with state regulations. The model constitution
can be found on SB Engaged in the documents section for the Department of Student
Engagement and Activities page
- We recommend that groups attend the Constitution Workshop prior to creating their club constitution. During this workshop we will discuss common mistakes found in constitutions, what is required in a constitution vs. what can be changed to best fit the group, as well as an opportunity to ask questions regarding the club constitution
- A general club email address (can be Yahoo, Gmail, etc)
- At least 10 general body members on the SB Engaged roster
- At least one member of the club must attend the New Club Workshop (dates to be determined).
Once all steps in this process are completed appropriately, the group may be granted recognition.
*If a proposed organization is unable to meet all requirements due to extenuating circumstances, please notify Mel Ferrin, Program Coordinator for Student Engagement and Activities via email at Melissa.Ferrin@stonybrook.edu . Exceptions will be made on a case by case basis.
Fraternity & Sorority Expansion:
The expansion process for Fraternities and Sororities is different than the new club process. All fraternities and sororities wishing to seek recognition from Stony Brook University may submit a formal letter expressing interest in expanding to campus to the Associate Director for Student Engagement & Activities, Samantha Thompson at firstname.lastname@example.org.