Clubs and Organizations Registration

This form is to be filled out when a club or organization is ready to register with the Student Government Association and the Office of Campus Activities and Leadership Development. This registration will serve as the club or organization's official constitution and governing document if approved by the Student Government Association. If approved by SGA, clubs and organizations are eligible to receive funds through Student Government each year by completing a budget form and refiling a constitutional registration. It is important that an additional copy of this document be saved and updated with the leadership of the club or organization from year to year.
  • Must have at least 5 interested members. If interested members will serve as officers or executives of the group, please list their position with their name and email.
  • An introductory statement usually no longer than two or three sentences, stating the intent or mission of the constitution.
  • What is the exact title and any group acronym that will be used in addressing your organization?
  • Briefly describe the purpose and objectives of your organization. List the purpose(s) for which your organization was formed. Be sure this information is clear and specific. This statement will be used to describe what the organization is about to those looking for or at student organizations to join or work with. It will also impact on decisions related to what are appropriate (and inappropriate) spheres of activity for the organization to be engaged in. The purpose statement should be broad enough in scope to allow the organization freedom of action but specific enough to show the uniqueness of the organization. This could be considered the most important article in this document.
  • If your organization is to be affiliated with a local, state, or national organization, a statement declaring the nature of the affiliation must be included. The relationship between the campus group and the organization it is to be affiliated with must be described. If no affiliation exists, a statement reflecting that fact must be included.
  • Describe who is eligible for membership. List the procedures for selecting members. If your organization will be recognizing off‐campus participants, including your group’s alumni, you are required to include a statement about these “non‐active” members in this section. Will there be associate, inactive, alumni, honorary, or auxiliary members and how will these categories be defined and empowered? How will members withdraw or be removed?
  • List the officers by title (e.g., President) or define the leadership structure if another system is used (e.g.,spokesperson by consensus). Must include at least an Organizational Contact (student) and a Financial Contact (student) in addition to the organization’s Advisor. What officers constitute an executive board and what empowerment does this group have? Describe the process and required majority of votes by your active, voting membership by which officers will be elected or selected. What time of year will selection or election occur? How long do officers serve? What happens in case of a vacancy? Which officer serves as the primary signatory? How will officers be removed or replaced?
  • How will the advisor be selected? What time of year will selection occur? How long do advisors serve? What happens in case of a vacancy?
  • How often will the group meet? Who will call, run, and adjourn the meetings? What is quorum (the minimum number of members that must be present at any of its meetings to make that meeting valid)? Will there be a call for special emergency meetings? How will you notify people of emergency meetings?
  • Who can propose an amendment? How are they proposed? What is the required period of time between the proposed amendment and a final vote? How will you notify active members that an amendment is going to be voted upon? Incorporate into your constitution that an amendment will need a 2/3 majority vote from your active membership in order to pass. Amendments change the structure of the group and it is important to have that 2/3 approval from the members at large.
  • How will dissolution be decided? What is the required majority of votes to dissolve the group? What will you do with the unspent funds?
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