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Division of Student Affairs
Student Engagement and Activities

2024-2025 Club/Organization Re-Registration Information 

To maintain University Recognition, student organizations are required to re-register with the Department of Student Engagement and Activities (hereinafter referred to as “SEA”). Recognition is the formal process by which the University agrees that a club or organization may function on campus, enroll members, and identify with the University. Re-registration allows a process by which appropriate records for all student groups can be maintained. Information requested during the re-registration process includes, but is not limited to, the organization’s constitution, Executive Board members, and Advisor information.
Recognition Sheet

REGISTRATION REQUIREMENTS

This process is restricted to groups who are currently active, as well as groups who have been inactive for no more than 2 semesters and are eligible to re-register. Please see this list for groups who are inactive but eligible to re-register. Organizations who are currently Inactive/Eligible to Re-Register must have the primary contact for the organization email studentengagement@stonybrook.edu to have their organization activated on SB Engaged. Organizations that were approved for recognition in the Spring 2024 New Club/Organization Process are required to take part in the re-registration process to maintain recognition for the 24-25 academic year. If interested in starting and registering a new organization please review the requirements and process outlined here. 

Organizations must have the following to be considered for and maintain campus recognition:

  1. An executive board consisting of minimally a President, Vice President, Secretary, and Treasurer. If applicable, a faculty/staff member may also be required to serve as an advisor to the organization.  For more information on faculty/staff advisor requirements and which organizations they apply to please review section I.B. of the Community Guidelines.
  2. Executive board members must meet the following requirements:
      • Hold only one position on the board unless otherwise approved by SEA in writing
    • Be matriculated, currently enrolled in classes, and working toward a degree
    • 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.
    • Meet the minimum GPA requirement for the specific organization type they wish to represent (Undergraduate executive board members must maintain at least a 2.25 cumulative GPA. Fraternity/Sorority executive board members must maintain at least a 2.5 cumulative GPA. Graduate executive board members must maintain at least a 3.0 cumulative GPA)
  3. A constitution that follows the model constitution provided by the Department of Student Engagement and Activities, and is aligned with University policy.
    • The approved model constitution can be found here.
      • The statement of purpose outlined in the constitution must be unique, and ensure the organization's purpose and function does not duplicate or closely resemble that of an already existing organization. This 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 Statement of Purpose should be no longer than a few sentences. By reading this “Statement of Purpose” a person who is unfamiliar with your organization should be able to clearly determine what it is the group does, what it brings to the Stony Brook community, why they might want to be part of the organization, as well as any other information that clearly separates the organization from others on campus.
      • Please Note: SEA has the right to deny recognition of any student organizations whose “Statement of Purpose” duplicates or strongly resembles each other.
  4. A general club email address (i.e. Gmail, etc.)
  5. A re-registration form that includes all required information

For a complete, detailed list of all requirements and policies, please refer to the Community Guidelines for Recognized Student Organizations

REGISTRATION PROCESS, & TIMELINE OF IMPORTANT DATES

GENERAL INFORMATION & REMINDERS ABOUT THE REVIEW & APPROVAL PROCESS

  •  If an organization feels there is a valid reason any or all of the above requirements cannot be met, please contact studentengagement@stonybrook.edu to schedule an appointment. 
  • Registrations are reviewed on a rolling basis, however no registration will be fully approved until SEA can confirm all board members meet both GPA and conduct requirements. As such, no approvals will be given until after Fall 2024 grades are available.
  • Documents will be reviewed for accuracy, inclusion of all required information, as well as basic readability. Remember, these documents should be easily understood by those that are unfamiliar with your group, as they will be included on the organization’s SB Engaged page. 
  • Staff members in SEA will review all submitted documents and provide clear notes for any documents that must be resubmitted. It is in a group’s best interest NOT to wait until the last day to submit your re-registration so there is plenty of time to make any necessary revisions and resubmissions.
  • Please be patient as we thoroughly review all components of each submission. You can contact us via email (studentengagement@stonybrook.edu) to check on your progress.

Spring 2025 LATE RE-REGISTRATION PROCESS & TIMELINE

Process Opens: Monday, December 9th, 2024 at 12 pm

Process Closes: Monday, January 20th, 2025 at 9 am

We will be offering the opportunity for late registration to eligible organizations that wish to be active but did not meet the initial deadlines. Groups that participate in late registration will not be able to be active until after their registration has been approved. This means that these groups will not have the opportunity to be part of the Winter Involvement Fairs, and may not have access to 25 Live & SBEngaged to request and host meetings and events until after their approval.

  • Organizations who are currently Inactive/Eligible to Re-Register will be able to take part in the Late Re-Registration process. 
  • Organizations wishing to partake in the Late Re-Registration process must ensure they meet the requirements listed above in the "Requirements" section. Additionally, the below forms will be required as part of the Re-Registration process:

STEP 1 (Opens 12/9, Closes 12/30 @9am): 

Late Re-Registration Eboard Member Form - Click Here (to be completed by the President, Vice President, Secretary, Treasurer)

Late Re-Registration Advisor Agreement Form - Click Here (to be completed by the intended Faculty/Staff advisor of the organization, if the organization chooses to have one)

STEP 2: (Opens 12/30 @12pm, Closes 1/21 @9am)

Brightspace Quizzes - After all core executive board members have completed the Late Re-Registration Eboard Member Form, the core executive board will be enrolled in a Brightspace course named ".Student Engagement and Activities Org Essentials - Re-Registration". The course provides various resources for executive board members to review, as well as 3 quizzes that must be completed by all four members of the core executive board. The quizzes have unlimited attempts, however, all four members of the core executive board must score at least 80% on all 3 quizzes to receive credit.

SBEngaged Re-Registration Form - To submit the SBEngaged Re-Registration from, log into SBEngaged, Click the "Organizations" Icon on the left hand side, then click the "Register An Organization" button. Look up the name of the club you are registering (the only clubs that are able to go through the process are listed on the Inactive/Eligible to Re-Register Student Groups list). Please fill out the form in its entirety & click submit.

 

Please Note: If an organization feels there is a valid reason any or all of the above requirements cannot be met, please contact studentengagement@stonybrook.edu to schedule an appointment. 

FAQ

For any further questions please contact the Department of Student Engagement and Activities.
631-632-9392 | studentengagement@stonybrook.edu