Starting an New Student Organization

Stephen F. Austin State University acknowledges the right of enrolled students to form voluntary organizations for purposes that are not forbidden by state or federal law.

Students who wish to form a new club or organization are encouraged and welcome to do so, in accordance with the following criteria and procedures. The Student Activities Department provides this packet of informational materials to students to make the process easier.

Open Membership:
In keeping with the University’s Non-discrimination Policy, membership in a student organization cannot discriminate on the basis of race, color, religion, sex, age, national origin, disability, or disabled veteran status. Organizations may limit membership to undergraduate, graduate, or full-time students, or on the basis of class year, residency status, special talents or merits required, or limited resources. Such groups must state the rationale for their limitations and receive the approval of the Student Activities.

Organization Size:
A student wishing to form a new student organization must have a minimum of four (4) currently enrolled student members in order to be considered for student organization status and indicate who among those are willing to serve as officers for the organization. In order to preserve opportunities for undergraduate students to gain leadership experience; other individuals within the University community may participate in a group's activities or programs, but may not be members or otherwise attempt to direct, lead, or inappropriately influence the group's activities.

Constitution:
In order to provide for basic democratic principles and ensure the integrity of the organization, a group must demonstrate that it has developed a sound constitution as shown by inclusion of the following:

1. Purpose clearly articulated and accurately descriptive of the group's function.

2. Process for selecting an advisor as well as expectations of an advisor.

3. Free election of officers as well as clearly articulated procedures for removal of officers.

4. Voting membership and officers limited to currently enrolled students.

5. Specific definition of voting members and what constitutes a “quorum” at meetings.

6. Procedures for handling finances of the organization.

7. Procedure for amendment of the constitution.

8. Reference to bylaws or other relevant documents that will govern the group's activities or functioning.

Advisor:
Groups must select an advisor among the University’s faculty or staff, who must agree to serve as the group’s advisor upon elevation to student organization status.

Compliance with University Policy:
Groups must agree to comply at all times with any and all relevant University policies, procedures, rules, regulations, and guidelines.

Review and Approval Process:
Once a group of interested students has submitted the required information, the Student Activities Department will review the information and work with the group, if necessary, to edit or correct any information.Upon approval, the group is elevated to student organization Level I status and recognized for that particular academic year or semester until the next required registration date for student organizations.

Organization’s Relationship to the University:

Aside from the supervision exercised through the Division of University Affairs over the Residence Hall Association, the Student Activities Association, the Student Government Association, the Office of Student Affairs and certain social and cultural activities conducted on the campus of Stephen F. Austin State University, the University assumes no responsibility for student organizations or their programs. Such organizations, if closely connected with the activities of academic departments of the institution may, in some cases, receive special help and supervision from those departments.

University employees should not serve as officers within a student organization, other than fulfilling the role of advisor. No employee of the University has the authority to open a bank account in the name of or for the benefit of any student organization nor should any employee be included as an allowable signatory on any off-campus bank account of any student organization.

While Level Two student organizations may use the name of the University as a part of their name, the name of the University, including any abbreviations, may not be used within the name or description of any off-campus banking account established and/or maintained by any student organization.

Responsibility for any views expressed in a meeting or activity of a student organization is solely that of the individuals concerned and the University is not to be held to approve or disapprove such views, whatever their nature. The University is to be concerned exclusively with the discharge of its educational obligation and to facilitate free discussion of all points of view to the extent constitutionally guaranteed.

Here is the checklist for what forms you need to turn into the university in order to be a recognized student organization:

ü New Student Organization Registration Form which includes the SFA Hazing Policy

ü Request for Approval to Charter Form

ü An Organization Constitution

REQUIREMENTS FOR OBTAINING RECOGNITION

In order to form a recognized student organization, a group must:

Have four (4) students (in good standing) to act as incorporators who will be legally responsible for the formation of the organization. One of the four must be designated as the initial Registered Agent. The Registered Agent is the legal contact and spokesperson for the group. After an organization forms, the currently registered organizational president will be considered the organization’s Registered Agent.
Select an advisor from the faculty/administrative staff who is a benefits-eligible full-time university employee.
Have their officers and advisor(s) agree to and sign an anti-hazing statement.
Prepare and submit a constitution and statement of purpose.
Complete all of the required documents contained in the Student Organization Formation Packet, available in the Office of Student Activities.
Submit all completed documents to the Office of Student Activities.

A group seeking recognition must not:

Be a commercial enterprise.
Be an unsolicited and/or unrecognized auxiliary of a larger organization.
Allow minors to become organizational members unless they are full-time enrolled students at Stephen F. Austin State University

Applications for recognition can be made at any time during the year. The Office of Student Activities may grant a group temporary recognition while they are finalizing their formation paperwork. A temporary recognition will lapse 30 calendar days after it is initially granted.

The Director of Student Activities will review the application for recognition when it is complete and determine whether recognition is granted.

REQUIREMENTS FOR MAINTAINING RECOGNITION

The authority of an organization to function as a student organization may cease upon:

a) the removal or resignation of the advisor, unless a qualified replacement is registered within 30 days.

b) violation by the organization of any rules or regulations of the University, state or federal law.

c) failure by the organization, its officers or advisor(s) to adhere to the requirements set forth by the University.

d) the organization remaining in an inactive status for three or more long semesters.

e) failure to provide acceptable documentation of affiliation with any parent organization when requested.

Students selected, elected or appointed as a student organization officer (an officer is an individual in a leadership position as defined in the organization’s constitution) shall be in good standing with the university and:

For undergraduates, be enrolled for six (6) or more credit hours during their term of office.

For graduate students, be enrolled for four (4) or more credit hours during their term of office.

All meetings and activities of each student organization shall be subject to, and held under, all applicable University regulations and policies. Student organizations must abide by the Polices and Procedures set forth by the SFA Board of Regents including the Code of Student Conduct.

Being recognized as a student organization is an awarded privilege, not a right, and requires responsibility on the part of the membership of the organization for meeting University requirements for student organizations.

All student organizations must register with the Office of Student Activities as often as is required. At the time of registration, all information requested on the registration documents must be supplied. A constitution that provides information on the structure, purpose and operation of the organization must be provided and kept on file in the Office of Student Activities, reaffirmed by the organization on an annual basis and updated whenever the document is revised.

RELATIONSHIP BETWEEN THE UNIVERSITY AND STUDENT ORGANIZATIONS

Aside from the supervision exercised through the Office of Student Affairs over the Residence Hall Association, the Student Activities Association, the Student Government Association, and certain other social and cultural activities conducted on the campus of Stephen F. Austin State University, the University recognizes registered student organizations as independent entities and assumes no responsibility for their programs or activities. Some organizations, if closely connected with the activities of academic departments of the institution may, in some cases, receive special help and supervision from those departments.

Privileges	Level 1	Level 2
Use of University facilities for meetings	r	r
Use of University facilities for organizationally sponsored activities	r	r
Use of University facilities for approved fund-raiser on campus	r	r
Use of University facilities for posting registered material in approved locations	r	r
Listing in the OSA Organizations Guide during Freshmen Orientation	r	r
Participation in OSA-sponsored Freshman Convocation and Organization fairs	r	r
Access to computer workstations in the Student Activities office for organizational business	r	r
Free fax service for official organizational business		r
Eligible for applying for office space		r
Student Organization Training sessions	r	r
Free ticket sales service from the SFA Ticket Office		r
Eligible to win annual Student Affairs Awards	r	r
Eligible for Student Organization Reserve Funds (SORF)		r
May use the name of the University and/or its symbols as a part of the name of the organization.		r
No cost mail box service in the Student Activities office	r	r

Fall Responsibilities

1. Complete the Fall Student Organization Registration Form and turn in by the deadline to the Student Activities. Forms are placed in the organization’s mailbox in Student Activities by move in day at the beginning of each long semester. If you did not receive your form, stop by the Birdwell Building room 125 to get one.

2. Attend one BASIC Training. This is where all level II organizations will receive updated information as well as this year’s SORF application, if they choose to request funding.

3. Schedule meeting times and locations. If you are going to meet in the Birdwell Building remember to reserve your room through Kay at 468-1018, or in the UC, Carol at 468-3400.

4. Conduct a general meeting/open house to invite membership.

5. Plan activities to help your members get acquainted with each other. “Icebreakers” are always helpful at the first few meetings. Visit the Office of Student Affairs to get suggestions for icebreaker activities.

6. Put together materials for each member including your group’s constitution; a membership list; a list of goals and objectives; and a calendar of meeting times and locations, plus set dates for projects or special events.

7. Update officer information with Student Activities Department as changes occur throughout the year.

8. Must provide verification of your organization’s national, state or regional affiliation, if applicable.

Spring Responsibilities

1. Level II organizations turn in the Spring Student Organization Registration Form by the deadline. Level I organization updates your information if your officers changed since fall.

2. Review your goals and objectives.

3. Schedule meeting times and locations. If you are going to meet in the Birdwell Building remember to reserve your room through Kay at 468-1018, or in the UC, Carol at 468-3400.

4. Update your constitution and by-laws. Bring a copy to the Student Activities Department. It must have the date on each page and be signed by the president and at least one advisor.

5. Prepare for officer election/selection early.

6. Write an annual report summarizing the group’s activities, successes and failures. Make recommendations for upcoming year. This is very useful for the new leadership and it provides historical information for the files.

7. Consider nominating advisor, student leaders, organizations or events for a Student Affairs’ Award. The annual awards banquet is in April.

8. Schedule regular meetings with the other officers and the advisor.

9. Check on the status of your bank or University accounts. University SORF accounts must be applied for each year. More information is available at the fall BASIC Training.

10. Check on the group’s financial status. Does the group need to plan any fundraising activities? Start planning now.

New Officer Responsibilities

1. Review organizational files and information with outgoing officers. Ask them for the files!

2. Locate all membership records/rosters and discuss them with the outgoing officers so you will be able to complete you SORF application quickly, yet thoroughly, in the fall.

3. Have a meeting with your advisor and other new officers to talk about what direction you would like the organization to move in.

4. Hold a goal setting session for next year with the entire group.

5. Plan now for participating in the Fall Organization Fair and other early fall events. Set dates, make plans and delegate tasks.

6. GET A SUMMER AND FALL ADDRESS AND PHONE LIST OF ALL MEMBERS. It is very difficult to get started in the fall when you do not know how to contact your members.

Summer Responsibilities

1. Write letters to the officers and members to keep them updated.

2. Organize your files and discard any unneeded materials.

3. Prepare and organize for early fall events.

4. Update officers information with Student Activities Department.

The following information is intended to be used as a guide to writing your organization’s first constitution. You are encouraged to use this outline as a guide, but you are under no obligation to use this information. You are free to use other constitutions or templates to guide you as you see fit.

ARTICLE I Name of Organization

The name of this organization shall be…

ARTICLE II Purpose:

The purpose of this organization shall be to …

ARTICLE III Officers:

Section 1. Officers of this organization shall be...

Section 2. Qualifications for officers shall be...

Section 3. Duties of the officers shall be...

This section should specifically detail each office of the organization and the duties of each office.

Section 4. The organization elections

This section should include when and how often elections will be held, terms of office and the method by which vacancies will be filled.

Section 5. The faculty advisor.

This section should include information about how the advisor is to be selected, the length of time an advisor is selected, if appropriate, and outline the duties of the advisor.

Section 6. Other organization officers & committee

chairs This section should include any material relating to other officers or organizational officials, such as committee chairs, including duties, method of selection and terms of office.

ARTICLE IV Quorum:

A quorum for this organization shall be...

An organization should consider a method that allows for a sufficient number of members to be present at meetings to conduct business while not allowing the group to be run by a small number of people.

ARTICLE V Membership:

This article should describe requirements for membership, such as grade point average, major subject or field of experience, skill, interest, and/or other distinctions of The group. Stephen F. Austin State University does not permit the exclusion of membership to any person on the basis of race, creed, color, disability, national origin, or sex.

Some organizations use the term "in good standing" to indicate membership status. If this is the case with your organization, it is necessary to define what constitutes a member being "in good standing" with the organization.

If you find it necessary to outline procedures for the removal of any member or officer you should exercise great care in drafting such procedures to ensure that the member's right to due process and appeal are protected.

ARTICLE VI Dues:

This section should include details about the amount of dues, how and when these dues should be paid, delinquencies, penalties for non-payment, reinstatement procedures and method to expend organizational funds. No organization is required to charge dues. For ease in changing the amount of dues, you might want to include this figure in the By-Laws rather than in this section.

ARTICLE VII Reports to the Student Affairs Office:

At the beginning of the fall and spring semesters, this

organization shall report the name of its officers and advisors to the Office of Student Activities, Birdwell Building Room 124 , and shall promptly report any changes that occur during the semester.

ARTICLE VIII Amendments:

This section should outline the method by which the constitution may be amended, through addition, deletion, or revision. It should indicate the method by which amendments may be submitted, time provisions for voting, and the percentage or number necessary for passage. All constitutional changes must be submitted to the Office of Student of Student Affairs, Birdwell Building Room 124 .

By-Laws

By-Laws are the details of an organization that are not defined and specified by the constitution. Any by-law may be passed which is consistent with the purpose of the organization as defined by the constitution. A constitution provides for the broad explanation of the organization's operations while by-laws are those specific items which may be subject to change. A by-law may be passed at any regular business meeting of the organization by a majority vote of those in attendance provided a quorum is present. In most organizations, the by-laws may be changed by a majority vote while a constitutional revision (amendment) would require a two-thirds majority.