HOW TO START A NEW CLUB OR ORGANIZATION

The University encourages students to create student groups, when the group they are establishing enhances and compliments the University's mission and goals, campus community, and does not duplicate the efforts of a currently recognized student club or organization. Below you will find a step-by-step guideline that will assist you to establish your own student club or organization.

I. Assess Currently Recognized Student Groups

Students are encouraged to explore currently recognized student groups before establishing one of their own. Although the University encourages students to organize themselves and pursue interests that will enhance and compliment their academic endeavors, we also encourage students to collaborate. Through collaborative efforts, students are able to further develop the organizational structure and leadership of a student group, which in turn will benefit the campus community.

When more than one student group exists and holds the same purpose and goals of another student group resource are further stretched. Instead of decreasing available resources, the University encourages students to combine resources to fully maximize the potential growth and development of a student group. If after careful assessment you think your interests are not represented in one of Stony Brook's existing groups, we encourage you to create and establish one of your own.

II. Attend Required Workshops

The next step to establish your own student group is to sign up and attend the required three workshops for registration. Those workshops are: How to Start a New Club, Programming 101 and Publicity and Marketing. These workshops are offered at a variety of times through out the fall semester. Please call 632-9392 or stop by the Office of Student Activities in SAC 218 to register for the workshops.

III. Complete Registration Packet

The next step to establish your own student group is to begin the registration process. To register your student group, you will need to complete a registration packet. This packet includes a registration form, 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.

Registration materials can also be found online, here.

Learn how to set up club emails and request club Web site space.

IV. Create and Develop Constitution

The purpose of a constitution is to outline and state the group's purpose, goals, and organizational structure. This document will be a reference and guide to how the group will function. The Department of Student Activities provides a constitution outline as a guide to help you create your own constitution during the required workshops.

V. Select Faculty/Staff Advisor

Each recognized student club/organization is required to have a University official as an advisor. This advisor can be a full or part time faculty or staff member. The role of the advisor is to provide support, direction, and guidance to the student group. Advisors are valuable resources to the group as it pertains to University processes, guidelines, programmatic resources, and a sounding board for ideas, issues, and concerns. There is a section in the Registration Packet in which the Advisor will need to sign.

If you are having difficulty selecting an advisor, the Department of Student Activities can assist your group in identifying an advisor that will closely match your interests and needs.

VI. Submit Registration Packet

After completing all registration forms and attaching all related documents, you will need to submit the packet to the Department of Student Activities, Student Activities Center, Suite 218.

VII. Recognition Status

Upon careful review and approval, the Department of Student Activities will send a confirmation letter. This letter will include the group's status, whether or not they are deemed a club or organization, and its related privileges. After receiving confirmation the student group will be able to function as indicated in its group's privileges.

VIII. Obtain Funding

An undergraduate student group can petition for funding through the Undergraduate Student Government. For a complete guideline on "How to Obtain Funding", contact Undergraduate Student Government at 632-6460 or stop by the Undergraduate Student Government Suite located in the Student Activities Center, Suite 202.

IX. Weekly Meeting Room Space

To request weekly meeting room space student groups can participate in 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.

X. 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 to the Associate Director for Facilities and Operations, Student Activities Center, Room 222.

XI. Programming

To request event room space student groups can come by SAC 218 and fill out the appropriate reservation paperwork. Space allocated is on first come, first serve basis. Groups can book rooms during an academic semester; however, it is based on availability. Groups will get a written response to their reservation request from their programming advisors with five (5) business days.

XII. Student Group Privileges & Conditions

Club & Organization Privileges:

1. 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.
2. 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.
3. Permission to reserve other designated SUNY Stony Brook facilities.
4. A mailbox in the Stony Brook Union and/or Student Activities Center. This box shall serve as the location for official University correspondence only.
5. Inclusion in any publications publicized by the Department of Student Union and Activities.
6. Ability to participate in the semi annual Student Activities Involvement Fair coordinated by the Department of Student Activities.
7. Ability to have events advertised on "Target Vision" and any departmental calendars.
8. To promote an event or service off campus as per University policies.
9. Access upon approval of office space in the Stony Brook Union, Student Activities Center, or other facility.

General Provisions:

1. 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.
2. A registered student group shall operate by all Chancellor's Guidelines and Stony Brook State Federal regulations.
3. A registered student group's purpose must enhance or compliment the University's educational mission and adhere to its policies.
4. Student groups will obtain and retain registered status by completing the registration application annually with the Department of Student Activities. This application should include the name; Solar Id number and contact information for at least four (4) currently enrolled and matriculated SUNY Stony Brook students in good standing with University.
5. 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 (#4).
6. 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.
7. A registered student group shall be responsible for its actions, on or off campus, and any liability associated with those actions.
8. All student groups must identify a full-time faculty or staff member to serve as a resource and advisor. Graduate students are not allowed to serve as advisors.
9. Students interested in establishing a new fraternity or sorority chapter needs to refer to the expansion section of the Relationship Statement Between the State University at Stony Brook and its Affiliated Fraternities and Sororities document.

XIII. Conclusion

Participating in co-curricular activities assists students in developing their personal and professional skills and abilities; they compliment the University's mission and goals, and enhance the campus community.

If you should have any questions please feel free to contact the Department of Student Activities and speak to one of our Student Activities Advisors located in the Student Activities Center, Suite 218 or call at 632-9392. We hope that this guideline will assist you in pursuing your interest and developing your club/organization.