- Privileges of Recognition
- Establishing a Student Organization
- Procedures for Establishing a Recognized Organization
- Membership
- Constitution and Bylaws
- Organization Code of Conduct
- Annual Registration of Student Organizations
- Mandatory Beginning of the Year Responsibilities
- Loss of Recognition
- Risk Management
Student organizations are considered an integral part of the University's total educational program, contributing significantly to the individual's intellectual growth and social competence. Participation in organizations provides students with experiences that lead to significant personal development as well as a sense of belonging to the University.
The University permits and provides for recognition of student organizations. Consequently, any groups of students who have a common bond of interest are encouraged to form a student organization. As officially recognized student organizations, each has an obligation to the educational advancement of its members as well as Western Connecticut State University.
When a student organization is recognized, it is granted the following privileges:
- Using the University name in the title of the organization
- Using University facilities
- Posting flyers on campus
- Being listed in the roster of official student organizations
- Placing notices and information in University and student publications
- Using the services of the Student Life/Student Activities Office
- Having the ability to submit a budget request to the Student Government Association if it meets the funding criteria
- Having a University mailbox
- Having a University email address and website. Each organization is encouraged to obtain an organization e-mail address to keep members from having to give out their personal email.
Student organizations must comply with all University and Student Government Association regulations. Western Connecticut State University reserves the right to suspend the activities of a student organization whose actions are considered not to be in line with the stated purpose of the organization. Back to top.
Establishing a Student Organization
Any group of students with a common interest may apply to become a recognized student organization. Applications are available online on the Student Government Association website. Back to top.
Procedures for Establishing a Recognized Organization
- Groups desiring recognition should have sufficient members to allow for good organization. A minimum of five students must sign the Application for Recognition as a Student Organization.
- The application will contain the following information:
- The name of the organization
- The purpose and proposed activities of the organization
- The proposed constitution and bylaws which will govern the organization
- The signatures of at least five interested students
- A list of temporary officers (the president will serve as the contact person)
- The signature of the proposed advisor
- Information regarding national, state, or local affiliation with any group or persons not connected with the University.
- The completed application, with a draft of the constitution and/or bylaws, should be returned to the Associate Director of Student Life/Student Activities . If the application is in order, interim recognition will be granted for one semester.
- During the interim period, the final draft of the organization's constitution and bylaws must be submitted to the Student Government Association Vice President of Student Relations.
- The SGA Rules Committee will meet with the representatives of the proposed organization and make a recommendation concerning final recognition to the Student Senate.
- The Student Senate shall authorize full recognition and forward the information to the Associate Director of Student Life/Student Activities .
- The Student Life/Student Activities Office and the Student Government Association shall maintain copies of all approved constitutions and bylaws. Back to top.
Membership in all student organizations shall be open to all students currently enrolled at the University. All members are considered active throughout the summer semester; therefore, a student need not be enrolled in a summer course to retain active membership or to hold office in the organization. There may be a provision in the organization's constitution for alumni representation or honorary participation. Any questions will be answered at the time of granting recognition.
All affiliations by student organizations with national, state, or other off-campus groups or persons must be indicated at the time of the initial request for recognition.
A student on disciplinary probation may not participate in any phase of the Student Life program. In addition, the officers of an organization must not be on academic probation.
Student organizations may not discriminate against a member or prospective member on the basis of race, color, religion, sex, sexual orientation, national origin, marital status or disability, except as specifically exempted by law.
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Recognized student organizations are required to have a constitution which describes the organization, including its name, purpose, membership, officers and structure. For example, the constitution should have a statement concerning membership, including a non-discrimination statement, a list of officers and their responsibilities, names of the standing committees, and any other general information.
The constitution should only be changed after careful consideration and discussion, and by at least a two-thirds vote of the membership.
The bylaws provide for the continuous development of the organization. They are easier to change than the constitution and therefore provide a flexible way for the organization to modify its governing documents. For example, the constitution might indicate that "meetings must be held at least once per semester," while the bylaws indicate that "meetings will be held on the first and third Wednesday of each month, at 3:00pm."
Use the following outline as a guide to complete the constitution.
| Article I | The official name of the organization. If the organization has affiliation with an external organization (national, regional and/or local, indicate this as a section within this article |
| Article II | A detailed declaration of the purpose of the organization |
| Article III | The criteria for membership, for example,
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| Article IV | Duties of the officers |
| Article V | The frequency of meetings (At least two meetings each semester) |
| Article VI | The procedure for selection of officers (All officers must fulfill the membership requirements of the organization and the SGA) |
| Article VII | The procedure for the removal of officers |
| Article VIII | The procedure of decision making, e.g. the use of parliamentary procedures (Robert’s Rules) process of voting |
| Article IX | Establishment of committees, if applicable |
| Article X | Provision for the selection and replacement of the faculty/staff advisor who shall be non-voting |
Registered student organizations must abide by all University rules and regulations, including those listed in the guidebook and in the Code of Conduct and the rules of the Student Government Association. Any violation of these rules may result in disciplinary action against the student organization, which may lead to suspension of the organization.
Organizations must be aware of and adhere to the policy on hazing. Hazing is any intentional or reckless action or situation created to produce emotional or physical discomfort, harassment, humiliation, or ridicule.
Student organizations may be held accountable for the acts of individual members. Organizations need to take reasonable steps to insure their members do not commit infractions of University regulations. Organizations must show what internal steps have been taken when an infraction has occurred. Back to top.
Annual Registration of Student Organizations
Student organizations may retain their privileges from one academic year to the next. Each academic year the Organization Annual Update Form must be submitted to the Student Life/Student Activities Office. The form must be completed by the last academic day in September. Any organization that fails to register by that day is considered inactive.
Recognized student organizations are required to review their constitutions annually to make any necessary changes. The Student Life/Student Activities Office may review the mission and purpose to insure that student organizations are in compliance with their constitution and bylaws. Any proposed changes to the organization's constitution or bylaws must be submitted to the SGA Rules Committee and the Student Senate.
Inactive status shall result in the organization's loss of access to its account within the Student Life/Student Activities fund and no other services will be granted. The Associate Director of Student Life/Student Activities , in writing, will make the organization advisor, the Student Government Association, and other appropriate personnel aware of this action. Simply submitting the required organization information will reactivate recognition. Back to top.
Mandatory Beginning of the Year Responsibilities
Mandatory Organization Training - All student organization presidents and treasurers are required to attend a mandatory training meeting in September. Many topics are covered at this meeting including organization finances, event planning and information updates. If a student organization does not attend, the organization will no longer be recognized by the University and therefore will not be able to book rooms on campus, access finances and be listed on the Student Organization webpage.
Clubs Carnival - This is an event that is held during Welcome Weekend as a part of Orientation. It is mandatory that all student organizations be in attendance to educate new students as to the purpose and activities of your club. If you are not in attendance, your budget request to SGA will be put last, and it will be reviewed after all the attending clubs requests are reviewed. Back to top.
The Dean of Students is authorized to revoke University recognition of student organizations after consultation with the President of the Student Government Association and the Associate Director of Student Life/Student Activities . However, any member of the University community may request that the Dean of Students review an organization's status. Following that review, the Dean, along with the President of the Student Government Association and the Associate Director of Student Life/Student Activities , may authorize the loss of University recognition. Officers of the organization will be informed, in writing, of the decision. Students shall have the right to appeal this decision, in writing, to the Vice President of Student Affairs.
Loss of University recognition may occur as a result of the following:
- Evidence indicating that the organization is not attempting to abide by its constitution and/or by-laws.
- Evidence of failure to comply with University, local, or state regulations.
- Failure to provide the Student Life/Student Activities Office and the Student Government Association with up-to-date lists of officers and advisor and/or notification of constitutional changes.
- Inactivity for two consecutive academic semesters.
- Not attending the mandatory organization training in September.
Loss of University recognition officially terminates a student organization. Students interested in establishing a similar organization must follow the guidelines for new student organization. Back to top.
One aspect of organization dynamics often overlooked or not given enough attention is risk management.
The following are some suggestions to avoid problems and avoid potential liability. If you have any questions, feel free to contact the Student Life/Student Activities Office.
- Carefully plan all activities. Look for obstructions or objects that could be dangerous and remove them from the area/program.
- Do not permit dangerous activities.
- Take precautions to avoid foreseeable dangers.
- Provide immediate attention to injured participants. Do not necessarily take a person's word that he/she feels all right. Error on the side of caution.
- If warranted, extra insurance coverage should be obtained.
- Immediately notify University Police, and the Student Life/Student Activities Office, of any incident, however small. Back to top.
