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 Spring 2023

New Club/Organization Process

The Spring 2023 process is opening soon.

 

Please read below for more information

 

For the Spring 2023 Semester, due to the large onboarding of organizations from the Fall Semester New Club Process and limited resources this upcoming Spring, we will be capping the number of organizations that may participate in the New Club Process to a maximum of 15 organizations. This will be on a first come, first served basis. If our number exceeds 15, those proposals will be given review priority in the following academic term.   For more information, please reach out to us at studentengagement@stonybrook.edu


Overall New Club Process Timeline: February 20th- April 17th, 2023 

      • Initial Proposals:February 20th, 2023- March 6th, 2023
      • Review for Proposals: (on a rolling basis) March 6th- March 17th 
        • If resubmissions for initial proposals are needed before moving forward: March 17th- April 3rd 
      • Resubmission Review for Inital Proposals (on a rolling basis): March 20th-April 10th
          • Rolling Approval Process/Moving to Second Step: March 17th- April 17th

*Student Engagement & Activities reserves the right to amend this timeline as necessary*


If you’re interested in proposing a new club/organization please consider the following:

  • Is my organization unique (i.e. are there existing clubs/services on campus that serve a similar function?)
        • 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.
  • 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: 

The New Club/Organization Process - Step 1 form can be accessed on the main page of SB Engaged under 'Campus Links'or accessed here.

Step 1: Initial Proposal (Opens Monday, February 20th at 8am. Closes Promptly on Monday, March 6th at 8am)

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 Form that 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 

 

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 

 

The review process will start on a rolling basis on March 6th until the end of business day of Friday, March 17th 2023. 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, March 17th, 2023. 


*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.

Initial Proposals that Need Revisions:
    • Resubmission Process: March 17th- April 3rd
    • Resubmission Review (on a rolling basis): March 20th-April 10th

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. 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 from March 20th to April 10th, 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 by Monday, April 10th, 2023 for organizations that have proposals that need revision updates to move forward to Step 2.


Step 2:

New Club/ Organization Process Form ~ Creating your SBEngaged Page  (Opens March 17th, approvals on a rolling basis until April 17th)

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. 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. 
        • 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 . 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. 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 two e-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.

The Department of Student Engagement & Activities reserves the right to deny recognition to a proposed organization if:

      • The statement of purpose is not unique to the proposed organization, and duplicates or closely resembles 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.
      • The proposed organization does not meet the requirements for University recognition as outlined in the Community Guidelines for Recognized Student Organizations
      • The proposed organization does not adhere to University requirements, guidelines, and policies. 

*If a proposed organization is unable to meet all requirements due to extenuating circumstances, please notify Gillian Farnan at gillian.farnan@stonybrook.edu.  Exceptions will be made on a case by case basis.


Resources & Club Cohort Leadership Trainings 

We encourage all proposed organizations to review and utilize the " Club & Org. Resources" section of our website.

As part of the New Club Process, organizations that successfully move onto Step 2 of the process, will be required to participate in and be part of a New Club Cohort where proposed new organizations will go through a series of workshops and work together to understand how to navigate the foundations of club management. 

To support in the process of gaining University recognition for a proposed organization, we will host a variety of workshops and drop-in hours throughout the semester including but not limited to: 

    • Constitution Workshop:  Please check back in for dates 
    • New Club Training Workshops: Dates TBD
      • Internal Operations (Knowing Your Resources, Recruiting/Retaining Members, Creating Meetings, Working as a Team): 
      • Systems Onboarding (25Live Overview & Utilizing your SBEngaged page to your Organization's potential): 
      • Planning Events and Budget Management: 
      • New Club Cohort Get Together

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

Additionally, please review and familiarize yourself with the Community Guidelines for Recognized Student Organizations to ensure your proposed organization meets all of the requirements for recognition.

Organizations that duplicate or closely resemble other already recognized student organizations may be asked to consider becoming a subcommittee of the recognized student organization, please review the Subcommittee Guidelines for information on the structure and benefits of becoming a subcommittee.

FUNDING INFORMATION

      • Undergraduate organizations who are not currently funded by the Undergraduate Student Government can apply for funding through the Unfunded Organizations Event Grant, or apply for a Probationary Budget. More information on how to apply/qualify can be found here
      • Graduate organizations can apply for funding through the Graduate Student Organization. More information can be found here

Fraternity & Sorority Expansion:

The expansion process for Fraternities and Sororities is different from 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 sbufsl@stonybrook.edu

For more information click here