he New Club Process will start on Wednesday August 14th at 8AM with Initial Proposals.
Students who wish to participate in the New Club Process will be able to submit proposals
to be reviewed by staff in Student Engagement and Activities to continue forward through
the process. The New Club Process is broken down into three parts; Initial Proposal,
Completion of SBEngaged Club Page, and Cohort Training Sessions.
At this time, we will be capping the process to have 30 organizations be onboarded
throughout the New Club Process.
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.
Revitalize CLUB
Thinking about creating a club that might have existed on campus previously? Check
out our running Recognition Sheet to see the clubs that we have had on campus.
Groups that had not been active for over three consectuive semesters are put on an
inactive status. Students who wish to revitalize these organizations will be reviewed
on a case by case basis for the needs that their leadership might need. View our
Inactive/Eligible to Re-Register Sheet to see if the group you are interested in revitalizing needs to go through the new
club process. If you see the group you want to revitalize in the Inactive/Eligible
to Re-Register Sheet, you should Register the group here and not participate in this process.
If you have found an inactive organization that you are wishing to revitalize that
has been inactive for over a year, please see below the information on our new club
process.
Step 1: Opens: Wednesday August 14th at 8AM; Closes: Monday, September 16th at 8am.
Step 1 form can be accessed under the Forms Tab on SBEngaged or here.
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 Formthat 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
Process for Initial Proposals
Review Timeline: Monday, September 18th to Monday, October 7th
*This timeline is subject to change, depending on when the initial proposal form closes*
Reviews of initial proposals will be on a rolling basis. 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 Monday, October 7th.
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
*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.
Process for Initial Proposals in Need of Revisions
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.
Resubmission Timeline: Wednesday, September 18th to Friday, October 11th
Resubmission Review Timeline(on a rolling basis): Friday, September 20th to Friday, October 18th
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 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 for organizations
that have proposals that need revision updates to move forward to Step 2
We encourage all proposed organizations to review and utilize the " Club & Org. Resources" section of our website. In addition, your organizations’ proposed core 4 leadership
(President, Vice President, Secretary, and Treasurer) must participate in our New
Club Cohort. This includes a training series on foundational basics to help your organization
thrive. Leadership will be enrolled in our Brightspace course,"SEA Student Organization Essentials", and required to attend the following and complete associated quizzes by December 4th, 2024.
Core 4 leadership (President, Vice President, Secretary, and Treasurer) need to be
in attendance at the following trainings for your group to be successfully recognized
through the process:
October 23rd, 12:30PM, SAC 303 : I’m Creating a New Club…Now What? What to Expect During This Process
November 1st, 3Pm in Union 111-43 : Constitution Creation: The Core 'How To' Guide for Your Organization
November 8th, 3pm in Union 111-43 :Internal Operations: Setting Expectations, Understanding Membership, and How to Run
Meetings
November 15th, 3pm un Union 103-2: Systems Onboarding: 25Live Overview & Utilizing your SBEngaged Page to your Organization's
Potential
November 22nd,3pm, Union 111-43:Planning Events and Budget Management: An Overview of Programming
PreventZone Completion: Done on your own time. Must be completed by TBD by all Executive
Board Members
Optional Social Events
In addition we have optional social opportunities we encourage proposed new clubs
to participate in. See below for more information:
Advisor Meet and Greet: October 30th, 12:30Pm, Shore Club (formally SAC 169)
All student groups will need to obtain a faculty/staff advisor, to make it easy to
meet a potential advisor, we will be hosting a meet and greet. Members of the organization
will be able to talk, connect, and find someone who may be a great fit for a first
time group.
New Club Get Together: November 13th, 12:30Pm, SAC Ballroom B
Student Leaders from our new clubs will have the opportunity to network with other
new club leaders, as well hear from a panel of past new club leaders on tips and best
practices.
New Club Involvement Fair: December 4th, 12:30Pm in Union Ballroom
Clubs that have completed the new club process will be able to show prospective members
more about their organization.
Please see our SB Engaged page for more details on the events listed above.
New Club / Organization Process Form: Opens: November 1st at 8am; Closes: November 25th at 8am
New Club / Organization Process Form ~ Creating your SBEngaged Page (Instructions on Accessing the Form are sent during the approval of Step 1)
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. When identifying your board, they should fill out the Executive Board Information Form. 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. The advisor agreement form is link in the SBEngaged page. 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.
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
All Executive 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.
Reasons for denial of recognition
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 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.
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 grants, or apply for a Probationary Budget. More information on how
to apply/qualify can be found here.
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.
From start to finish, the new club process will take a semester to complete. The whole
semester includes the proposal review process, completion of your organization's SBEngaged
page, and the mandated cohort training sessions/ online quizzes that supplement the
in person training sessions.
Upon approval of your organizations proposal, we will ask for your proposed Executive
Board to enroll you in our SEA Essentials for New Club. There will be online modules
that open up after the in person cohort training session to complete. These quizzes
will work in tandem with what was discussed during the training. All executive board
members will need to complete these quizes.
If you receive a denial for your proposal, justification for the denial is provided.
There is a possibility that you can resubmit your proposal with revisions to be accepted
into the cohort session and SBEngaged phase of the process. If you do not resubmit
your proposal or were denied, you can always apply again during the next acceptance
of proposals. When denied, you should be communicating to students who have expressed
interest in the group that you have been denied, and looking forward to trying again.
Your organization is classified as “pending recognition” when your proposal is approved
and will begin the new club onboarding process. This pending status does not mean
you are recognized; you cannot start hosting meetings or events. Once all requirements
are completed, you will be able to start hosting meetings – this is typically the
following semester. In the interim, when trying to build interest and awareness for
your organization, you can refer to yourself as an organization seeking University
recognition.
There are many ways to go about seeking interested members: creating an interest form,
asking if you can speak about your proposed organization in classrooms, other club
meetings, or seeking permission to talk about the group in a Residence Hall.
Yes. When you are advertising your organization, you must include that you are in
pending recognition with Student Engagement and Activities and participating in the
new club process. Our students are educated to only associate with organizations that
are recognized on SBEngaged. Since your organization does not have a page, but is
actively seeking recognition, it is important to explain that you are hoping to successfully
complete the process.
You will start collaborating with other organizations once you are recognized and
are able to do so in a pending recognition. If you are going to be working with recognized
groups, it should be communicated that you are in pending status, not fully recognized.
Our student organizations are not allowed to associate with groups who are not recognized.
Cohort trainings are essential to providing the tools that are needed to onboard a
new organization. If you have gone through the trainings before, we ask that all Brightspace
online modules are to be completed. Please email Student Engagement and Activities
for any extenuating circumstances.
This is dependent on your organization's primary type – undergraduate or graduate
student focused group. If your organization is primarily for undergraduate students,
you must wait two consecutive semesters (a year) before being eligible to apply for
Probationary Budget Committee (PBC) budgeting. There are instances where the two semester
rule may not apply. There are opportunities for grants to be completed for undergraduate
clubs, regardless of time on campus. Information can be found here.
Graduate organizations are eligible for funding/reimbursement opportunities once recognized.
Information is here.
Yes, as a new organization it is a requirement to have an advisor for at least a calendar
year. Our Advisor requirements can be further read here, for you to know if a faculty/staff advisor is needed post your one year of existence.
To find a faculty/staff advisor, you can start with any immediate professor, RHD,
or staff member that you believe has the best interest of your organization. We will
also be hosting a social event where potential faculty/staff advisors can be asked
questions, like a speed-dating event, but for finding an advisor.
If your organization does not complete the process, you would have the opportunity
to reapply for the following semester. You will need to communicate to all who have
expressed interest that you have not completed the steps for recognition.
