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: Proposal 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 
• Proposal Review Process

  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

• Step 2: Cohort Trainings and Resources

  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. 

• Step 3: Creating Your Organization SBEngaged Page/Steps for Recognition

  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 meet the requirements for University recognition as outlined in the Community Guidelines for Recognized Student Organizations. 
• 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.

Additionally, please review and familiarize yourself with the Community Guidelines for Recognized Student Organizations to ensure your proposed organization meets all of the requirements for recognition.

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.