CLUB MANUAL - RECOGNIZED STUDENT ORGANIZATIONS

Benefits of Involvement in Co-Curricular Activities

  • Development of leadership skills.
  • Provides an outlet for constructive use of energy and recreational time.
  • Gives an opportunity for planning, managing and making decisions related to program
    development and implementation.
  • Development and clarification of personal values.
  • Offers a practical outlet for experimentation and application of creative thought.
  • Provides for practical experience in cooperation, teamwork and being an effective
    member of a group.
  • Provides an opportunity for development of interpersonal skills.
  • Offers an opportunity to experience cultural sharing and exchange.
  • Promotes self-initiative, discipline, independence and responsibility.
  • Provides practical experience that can be used to enhance your resume.

Registering and Maintaining Student Organization Recognition
Below you will find a step-by-step guide that will assist you to register your own student club or organization, in order to become recognized by the Office of Student Activities.

1. Complete Registration Packet
To register your student group, you will need to complete a registration packet. This packet includes a registration form with an Executive Officer Membership roster, Constitution, and Faculty/Staff Advisor signature. To be considered for recognition, all forms with supportive documents need to be submitted to the Department of Student Union and Activities, located in the Student Activities Center, suite 218.

Club registration is now online. You will not be able to save any information to the form so make sure you have all the information you need before sitting down to complete the form.  Also, make sure that you are connected to a printer because you will need to print out the form before you submit it.

2. Steps to complete the registration form:

  • Enter ALL the information requested on the form
  • Print out the completed form BEFORE submitting
  • Have ALL 4 officers on Executive Board sign next to his/her name      
  • Have the Faculty/Staff Advisor sign next to his/her name
  • Have the President sign the Anti-Hazing statement
  • Email your Club/Organization Constitution to studentactivites@notes.cc.sunysb.edu
  • Hand in the packet to the Student Activities Office, SAC 218

The Registration period is APRIL 1st to OCTOBER 1st. 
New clubs have until OCTOBER 15th to register and complete new club workshops
The Student Activities Office will review the documents and will provide an approval letter, if no information is missing and there are no problems.

Club & Organization Privileges

  • Permission to reserve event space in the Stony Brook Union or Student Activities Center as available, subject to the duly established written rules governing such use.
  • Permission to post flyers, banners, posters, etc., in the Stony Brook Union, Student Activities Center, or on campus subject to the duly established written rules governing such use.
  • Permission to reserve other designated Stony Brook University facilities.
  • A mailbox in the Stony Brook Union and/or Student Activities Center. This box shall serve as the location for official University correspondence only.
  • Inclusion in any publications publicized by the Department of Student Union and Activities.
  • Ability to participate in the Student Activities Involvement Fair coordinated by the Department of Student Union and Activities
  • Ability to have events advertised on "TargetVision" and any departmental calendars.
  • To schedule major campus events held outdoors or having an estimated attendance of over 100 people.
  • To promote an event or service off campus as per University policies.
  • Access upon approval of office space in the Stony Brook Union, Student Activities Center, or other facility.

Guidelines for Recognition
Stony Brook University is an equal opportunity/affirmative action educator and employer. All registered student groups must open membership to any student regardless of his/her race, creed, sex, color, age, sexual preference, national origin or physical handicap. Only fraternities and sororities are exempt from Title IX that requires membership to be open regardless of gender.

A registered student group shall operate by all Chancellor’s Guidelines and Stony Brook University State Federal regulations.

A registered student group’s purpose must enhance or compliment the University’s educational mission and adhere to its University Policies and Procedure

Student groups will obtain and retain registered status by completing the Club Registration Application annually with the Department of Student Activities. This application should include the name, Solar Id number and contact information for at least 4 currently enrolled Stony Brook University students.

Student groups will retain their registration status if they continue to fulfill their constitutionally stated purpose(s) and/or function(s) and meet the criteria established above every year.
New student groups will be granted registered status if the group demonstrates that its proposed purpose(s) and/or function(s) are new and unique and do not duplicate those of existing registered student groups.

A registered student group shall be responsible for its actions, on or off campus, and any liability associated with those actions.

All student groups must identify a full-time faculty or staff member to serve as a resource and advisor.

A Club is a group of students who have come together to explore a common interest and are not funded by a University department or area (ex. Undergraduate Student Government, Graduate Student Organization, etc.).

An Organization is a group of students who have come together to explore a common interest through event programming and are funded by a University Department, Student Government or a National Organization.

Students interested in establishing new fraternity or sorority chapters need to refer to the expansion section of the Relationship Statement between Stony Brook University and its Affiliated Fraternities and Sororities document.  There is currently, however, a moratorium on Fraternities and Sororities, and requests for new organizations will not be entertained at this time.

Categories of Recognized Organizations
Academic Honorary
Advocacy
College/Department
Ethnic Interest
Fraternities and Sororities
Government/Political
International
Media
Pre-Professional
Programming
Spiritual
Special Interest
Sports/Recreational
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Resources Available to Recognized Student Organizations
Registering your club or organization comes with benefits on campus.  Here are just a few.

Weekly Meeting Room Space (Block Booking)
To request weekly meeting room space student groups can participate in an event call block booking, at the end of the Fall & Spring semester.  Space allocated is on first come, first serve basis.  Groups can block book-meeting rooms during an academic semester; however, it is based on availability. 

Pre-Scheduling
The main goal of this Pre-scheduling Process is to allow student groups to schedule all of their major annual activities in advance.  Major events are those, which are held in the Union Ballroom, Union Auditorium, SAC Auditorium, SAC Ballroom A, and SAC Ballroom B.  Please see section on “Pre-Scheduling” located under “Space Reservations” later in this document for more information.

Office Space
During the Spring semester, student groups can submit written requests for club/organization office space. Office space allocation is determined by the Union Advisory Board and is based on needs, utilization, and priority. All requests should be forwarded the Student Activities Service Coordinator, located in Student Activities Center, room 222.

Advertising
As a registered club or organization, you are allowed to advertise your events on campus.  You will be able to use TargetVision and be permitted to post fliers in the Student Activities Center and in the Union.  Please see Campus Advertising Options for more information.