Fall 2025 new Club / Organization Process

The New Club Process will start on Monday, August 11th with Initial Proposals. Students who wish to participate in the New Club Process will be able to submit proposals to be reviewed by staff in Student Engagement and Activities to continue forward through the process. The New Club Process is broken down into three parts; Initial Proposal, Completion of SBEngaged Club Page, and Cohort Training Sessions.

At this time, we will be capping the process to have 30 organizations be onboarded throughout the New Club Process. Upon receiving 30 submissions we will close the initial proposal form. 

For more information, please reach out to us at studentengagement@stonybrook.edu

NEW CLUB PRoposal

• Before beginning the process you must first consider whether or not the idea for a new club/organization is significantly different from other groups already recognized at Stony Brook.
• Be sure to browse SB Engaged and review organizations statements of purpose and goals to aid you in your research
• If you feel your club/organization is not significantly different from other already recognized groups, you should contact the existing organization and find out how you can join/support the mission of the group. When approaching how you can support the mission of the group, we recommend enhancing the organization by creating a sub-committee, if applicable. 

Am I prepared to dedicate the time it will take to establish this new organization and set it up for success?

• The new club/organization process takes a few months to successfully complete. If approved, building a club/organization from the ground up takes time and dedication.
• Sometimes it may not be the “right” time, therefore make sure your schedule for the upcoming semester allows for the time it will take to start a new group.

If the answers to the above questions are yes then see below for more information on our new club/organization process.

• Step 1: Proposal Process

  Step 1: Opens: Monday, August 11th at 8AM; Closes:  Monday, September 15th at 3pm 

  Step 1 form can be accessed under the Forms Tab on SBEngaged. 

  Stony Brook University (hereinafter referred to as “SBU”) encourages individuals to develop in many ways, including that of self-governance by creating and managing a recognized student organization (RSO). RSO’s help create a foundation for community, leadership and most importantly, provide a space where discourse for students can be shared and new skills and experiences are discovered. Student organizations, ultimately, help encourage and set forth vibrancy to student life on campus. 

  All RSO’s are expected to create and maintain a governance system that is adherent to University policy, which fosters both the individual and the group’s growth and responsibility. Student groups that are seeking recognition by the University must complete the New Club/Organization process. Recognition is the formal process by which Stony Brook University agrees that an organization may function on campus, enroll members and identify itself with the University. 

  Groups interested in obtaining recognition must fill out the New Club/Organization Initial Proposal Formthat can be found on SBEngaged. When filling out this form, your potential organization will be submitting the following information and documentation:

  • • • Proposed 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.
      • Statement indicating how this group would be unique and/or different from other, similar, existing organizations or opportunities on campus (this statement should clearly demonstrate what needs this new organization would meet that are not currently being met by existing organizations, programs or university services)
      • External Affiliation
        • If your organization has an external affiliation, you must request an authorized letter of approval from the organization on company letterhead and submit it with your application.
      • 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, or if applicable the local or national community
          • A plan by which the organization will encourage new and continued membership
      • Create Your First Meeting Agenda 
        • A core component to any organization is hosting meetings to gain and retain members of your organization, how would you plan to host your first club meeting? 
        • Provide a mock agenda for what you would intend to have your meetings be structured 
        • Proposed Executive Board Leaders, if applicable
• Proposal Review Process

  Process for Initial Proposals

  Review Timeline: Monday, September 8th to Friday, October 3rd.

  *This timeline is subject to change, depending on when the initial proposal form closes*

  Reviews of initial proposals will be on a rolling basis.  During this time, we will go through all initial proposals and provide feedback or approval to move onto the second step of the new club process. The department will make every attempt to communicate all initial decisions by the end of business day on Friday, October 3rd. 

  Staff members within the Department of Student Engagement and Activities will review the initial proposal and make a decision on whether the proposed group will move on to the second step in the process based upon the information provided in the proposals. Proposals must be clear and concise providing all applicable information for staff members to determine if the organizations:

  • Purpose and goals are unique and do not duplicate or closely resemble another organization
  • Adheres to University requirements, guidelines, and policies 

  *Please note any proposed organization that has taken part in the New Club Process Step 1 or Step 2 in a previous semester but did not gain recognition may apply again but must begin the process from the beginning and submit an initial proposal. Please reach out to us at studentengagement@stonybrook.edu if you have any additional questions.

  Process for Initial Proposals in Need of Revisions 

  Any proposed organization who was initially denied their proposal application will be given the opportunity to resubmit their application with changes that could potentially advance them to the second part of the new club process. The resubmission process provides the proposed group the ability to modify any changes needed and will be reviewed a second time by staff members within the Department of Student Engagement and Activities.

  • Resubmission Timeline: Friday, September 26th to Friday, October 10th. 
  • Resubmission Review Timeline(on a rolling basis):  Monday, September 30th to Tuesday, October 14th. 

   During the resubmission period:

  • • Groups that are given the opportunity for resubmission are only able to resubmit once, it is therefore imperative that the submission adheres to all requirements and respond as best they can to all questions that need clarification. 
    • Review for application submission will be based on rolling resubmission. 
    • If a proposed organization receives approval for their initial submission they will be able to move to Step 2 in the process. 
    • Proposed organizations that are denied will be encouraged to re-apply in future semesters.
    • There is no appeal process for decisions provided after the second review. 

  All final decisions will be made and communicated to the primary contact for organizations that have proposals that need revision updates to move forward to Step 2

• Step 2: Cohort Trainings and Resources

  We require that all proposed organizations to review and utilize the " Club & Org. Resources" section of our website. In addition, your organizations’ proposed core 4 leadership (President, Vice President, Secretary, and Treasurer) must participate in our New Club Cohort. This includes a training series on foundational basics to help your organization thrive. Leadership will be enrolled in our Brightspace course,"SEA Student Organization Essentials", and required to attend the following and complete associated quizzes by December 6th. 

  We provide two options for you to be able to attend trainings. If they are not doable to your schedule, we ask that you provide notice.

  Each week, Brightspace will open with a themed training that we would be focusing on for the week. It is expected that content is reviewed and the associated quiz is completed with an 80% or above for credit. 

  Core 4 leadership (President, Vice President, Secretary, and Treasurer) need to be in attendance at the following trainings for your group to be successfully recognized through the process:

  • • Constitution Creation: The Core 'How To' Guide for Your Organization, TBD
    • Internal Operations: Setting Expectations, Understanding Membership, and How to Run Meetings, TBD 
    • Systems Onboarding: 25Live Overview & Utilizing your SBEngaged Page to your Organization's Potential, TBD
    • Planning Events and Budget Management: An Overview of Programming, TBD

   

  • • • PreventZone Completion: Done on your own time. Must be completed by December 6th for all Executive Board Members

  Mandatory Social Event

  In addition to trainings, we ask the student representation be present for a New Club Recognition Session that will be hosted on Wednesday, October 15th from 12:30-1:50PM in SAC 302. We will be going over what to expect during the new club process, what Brightspace trainings mean, and 

   

  Optional Social Events

  In addition we have optional social opportunities we encourage proposed new clubs to participate in. See below for more information:

  • • • Advisor Meet and Greet: November 3rd SAC Ballroom B from 12:30-1:50PM. 
  •  
  • All student groups will need to obtain a faculty/staff advisor, to make it easy to meet a potential advisor, we will be hosting a meet and greet. Members of the organization will be able to talk, connect, and find someone who may be a great fit for a first time group. 
    •  
      • New Club Get Together: December 3rd, SAC Ballroom B from 12:30-1:50PM

  Student Leaders from our new clubs will have the opportunity to network with other new club leaders, as well hear from a panel of past new club leaders on tips and best practices. 

  • New Club Involvement Fair, November 19th from 12:30-1:50PM in SAC Ballroom B. 

   

  Please see our SB Engaged page for more details on the events listed above. 

• Step 3: Creating Your Organization SBEngaged Page/Steps for Recognition

  New Club / Organization Process Form: Opens: October 27th at 8am; Closes: November 24th at 5pm

  New Club / Organization Process Form ~ Creating your SBEngaged Page  (Instructions on Accessing the Form are sent during the approval of Step 1)

  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 submit the following criteria: 

  • • • An executive board consisting minimally of a President, Vice President, Secretary, and Treasurer. When identifying your board, they should fill out the Executive Board Information Form. 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 in order to ensure the longevity of the proposed organization. If there is an instance where you are of U4 status, but not graduating right away, just inform us. 
        • 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
      • Confirmation of a faculty or staff member that is willing to serve as the advisor
        • You will be responsible for finding a faculty/staff advisor and communicating with them regarding completing the advisor agreement form. The advisor agreement form is link in the SBEngaged page and will be on the Brightspace Course. We may be able to assist in finding an advisor. If needed contact studentengagement@stonybrook.edu. 
      • A constitution that follows the model constitution provided by the Department of Student Engagement and Activities, and is in line with state regulations. 
        • 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
      • All Executive board members of the club must attend the new club workshops after approval (dates to be determined).

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

  Please note, this step of the process typically consists of multiple resubmissions based on comments and suggestions from the new club/organization process committee member who reviews your submission. It is important that resubmissions with changes are made in a timely manner. Failure to supply resubmissions in a timely manner may delay the proposed organization's approval to a future semester.