New Club Recognition Steps

New Club Recognition mindmap

Contact Information

External Affiliations?

Groups involved in organizations outside of SBU

Student Engagement and Activities

Benefits of Being a Club

Student Life at SBU

Affiliation Paperwork

Find the Form

Roster

Faculty/Staff Advisor

Organization's SBEngaged Profile

Organization Name

Executive Board

Statement of Purpose

Documentation & Cohort Trainings

Constitution

Organization Email

New Club Information

Completing the Profile

Trainings

Organization Type

Advertising Your Club

External Affiliation Contact Information

If you are working with an external affiliation for your organization, please provide contact information. We keep this on record just incase we need to reach out to them.

Organization Type

Organizations will assign themselves one Organization Type based on their purpose and activities of the group. Here are some types your group may fall into. Learn more about each time in our Community Guidelines by clicking on the title of this window!

• Academic/Honor Society
• Activism/Advocacy
• Community Awareness/Service
• Cultural
• Fraternities and Sororities
• Graduate
• Leisure Activities
• Media
• Performance
• Religious/Spiritual
• Sport

Affiliation Paperwork

• Upload any paperwork that shows that you are able to run an external organization on our campus
• This is either a written affiliation letter, PDF doc or any letter from Contact Information

Statement of Purpose

Written in either the Description Summary and/or the Description Organization, a Statement of Purpose should be concise and incorporate these specific elements:

• Who you are
• What are its core elements
• How do you contribute to the community at Stony Brook

The Organization Summary is character-sensitive, make sure that you are not exceeding it! In the organization description, you can write more about what your organization will be doing this upcoming year.

Trainings

• I’m Creating a New Club…Now What? Benefits of Being a Club and Leader on Campus: Why recognition by SEA is important and critical to support your student life?: October 27th, 3:00-4:30PM, Library W4540
• Constitution Creation: The Core ‘How To’ Guide for your Organization: November 1st, 1:00-2:30PM, Library W4540
• Internal Operations: Setting Expectations, Understanding Membership and How to Run Meetings: November 3rd, 3:00-4:30PM, Library W4540
• Systems Onboarding: 25Live Overview & Utilizing your SBEngaged page to your Organization's potential: November 10th, 3:00-4:30PM, Library W4540
• Planning Events and Budget Management: An Overview of Programming: November 17th, 3:00-4:30PM,Library W4540
• PreventZone Completion, Done on your time must be completed by December 8th by all Executive Board Members. Information will be sent to all Executive Board Members.

Faculty/Staff Advisor

Faculty/Staff Advisors are required for all new clubs, and depending on additional needs, might need a Faculty/Staff Advisor longer than the required year.

• Faculty/Staff Advisors are employed by the University (that is not a student)
• Advisors are mentors for your organization and are meant to provide support as you progress through the process. Think of them as your cheerleader throughout navigating Student Life!
• If you need an advisor, please let us know so we can connect you to someone

Executive Board Form

Your Engaged form will ask for the information of your President, Vice President, Secretary and Treasurer. Please fill this out accurately so we can note your Executive Board.

• All Executive Board Members must individually fill out the Executive Board Form, which is different than Engaged as one person fills out the form.
• We will check GPA for compliance as all Executive Board members must maintain a 2.25 GPA (Undergrad) or 3.0 (Graduate)
• Mixing student statuses (Grad and Undergrad) on Executive Board could potentially affect future funding

Organization Email

• Many groups use Gmail, Yahoo, or obtain at @stonybrook.edu email.
• This email will be used for organization contact purposes and your future 25Live account, make sure this is written correctly.

Advertising Your Club During this Process

• New Club's are able to advertise that they are participating in a New Club Process and have been approved to progress forward if you are looking to increase membership
• Organizations should not be hosting any events or meetings without the consent of SEA
• If you are posting flyers, please be aware of the Posting Policy from Campus Life Centers

Student Life on Campus

Student Life on campus is ever-growing!

• The Office of Student Life is comprised of 8 departments dedicated to expanding and enhancing your experience on campus
• Student Engagement and Activities is the department that manages and oversees all of the clubs and organizations on campus

Log onto SBEngaged to start filling out your future SBEngaged Page:

Starting November 6th

Got an idea?

Benefits of Successfully Going Through New Club Process.

• Ability to book space with little to no charges (depending on resources)
• Participate in Involvement Fairs
• Connect with others with a common interest
• Boost your resume and develop critical leadership skills

Organization Name

Have a club name that will provide context on what your group is all about. Groups should be written out fully, with no acronyms. There will be an area where you can write out acronymns or nicknames of your group.

• Be aware of Community Guidelines when it comes to names of groups. You cannot have Stony Brook, SB, SBU or Stony Brook University at the front of your club name

Constitution & Bylaws

The Core "How-To" Of Your Group

After attending our workshop to Constitution writing, you will be able to successfully create the guidelines for how your organization will be function. Constitutions are the "How To" to how you all will be running, while additionally supporting and following our Community Guidelines.

• If you have external bylaws, you get to add those here too!
• Look ahead and check out our Model Constituion.