Starting A New Club or Organization
2018-2019 New Club Proposal Information
Timeline:
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Process Opens: November 26, 2018. ***PLEASE NOTE - MATERIALS WILL NOT BE AVAILABLE PRIOR TO THIS DATE
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Paperwork Submission Deadline (no new proposals will be accepted after this date): February 22, 2019
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New Club Workshop Completion Deadline (no quizzes will be accepted after this date): March 1, 2019
***Approvals will be done on a rolling basis
Process:
To propose a new club, the proposed executive board must complete the all of the following steps:
- Complete the “New Club Registration” on SB Engaged. This application will include information necessary to determine if the organization can move forward in the process. It is very important to read all instructions and details on the registration to expedite the process.
- Complete the “New Club Training and Quiz”. This online document can be found under “Campus Links” on SB Engaged. All proposed executive board members must pass the quiz with a score of 90% or more in order to be eligible to serve on the board of an organization. This quiz may be taken no more than 2 times by any individual
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The proposed advisor must fill out the “Advisor Agreement Form”. This form can be found under on SB Engaged under “Campus Links”, and must be filled out by the faculty/staff member. Forms submitted by students will be denied.
*Please note, this is not the process by which students would propose a new fraternity/sorority. Information on expansion can be found below.
Requirements:
Each group must have all the following to be considered for campus recognition:
- An executive board consisting minimally of a President, Vice President, Secretary
and Treasurer
- All executive board members must meet the following requirements
- Each may only hold one position on the executive board
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Each must 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
- Transfer students are permitted to hold executive board positions provided proper verification is provided from the most recent institution and sent via email to the Associate Director for Student Involvement and Leadership. This verification must reflect the student’s name, institution name, and the appropriate cumulative GPA
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No more than two executive board members for a newly proposed undergraduate organization may hold a U4 standing
- Each board member must be in good judicial standing with the University
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Each board member must be matriculated and working toward a degree
- All executive board members must meet the following requirements
- A faculty or staff member that is willing to serve as the advisor
- The advisor must submit and "Advisor Agreement Form" on SB Engaged
- A Statement of Purpose that is unique to the proposed organization, and does not duplicate or closely resemble that of an already existing organization
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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
- A comprehensive growth and sustainability plan for the new organization that details
the following points:
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How the organization plans to contribute to the Stony Brook, local or national community
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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
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- A general club email address (can be yahoo, google, etc)
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At least 10 general body members on the SB Engaged roster
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The online New Club Training and Quiz must be completed by all executive board members and the Event Coordinator.
- Each member must obtain a score of 90 or above on the quiz
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The quiz may be taken no more than twice by any individual
Once all steps in this process are completed appropriately, the group will be granted recognition.
*If a proposed organization is unable to meet all requirements due to extenuating circumstances, please notify the Associate Director for Student Involvement and Leadership via email ( Melissa.Scuccimarri@stonybrook.edu ). Exceptions will be made on a case by case basis.
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 Assistant Director for Fraternity and Sorority Life. At this time our policies relating to the expansion process are being revisited. We will not approve any new fraternal organizations until these new procedures are in place.
Please note:Stony Brook University will not recognize any new local fraternities or sororities. Inter/national fraternity and sorority headquarters or members may not solicit, recruit, or initiate Stony Brook University students without consent of the Department of Student Engagement and Activities. Failure to comply with this policy will result in a moratorium on the group’s eligibility to expand for a time to be determined by the Assistant Director of Fraternity and Sorority Life, or their designee, that will be no less than two years.
To locate the process on SB Engaged
Please follow these steps to location the New Club Registration on SB Engaged
1. Log on to SB Engaged using your Net ID and password
2. Click "Organizations" at the top of the screen
3. Click "Register an Organization"
4. Scroll down the page, and select "Register a New Organization"
For screenshots of this process, please visit the Student Engagement and Activities page on SB Engaged. The screenshots can be found as "New Club Process Screenshots" under "Documents"