Becoming & Re-Recognizing A Student Organization

Getting Started & Defining Expectations

TABLE OF CONTENTS
1. Mission Statement:
Office of Student Development &
Activities
2. Leadership Resources:
Benefits of Recognition
3. Recognition Process Overview:
New & Continuing Organizations
4. Recognition Steps:
Details
5. Membership:
Officers, Members, Advisor
6. Relations to the University
7. Constitution and special note on
Parent Organizations & Dissolving
Organizations
8. Funding:
Resources & Processes
9. Budgeting:
Getting Started
10. Recognition Forms
 Becoming & Re-Recognizing A Student Organization
Getting Started & Defining Expectations

OFFICE OF STUDENT DEVELOPMENT AND ACTIVITIES:

Our Mission
The Office of Student Development & Activities is dedicated to supporting the educational
mission of the University by providing students with a sense of community through pur-
poseful programs that
promote meaningful interaction.

We are committed to helping students explore the opportunities available at The New School
through social, cultural, leadership, academic and recreational experiences. Our mission is
grounded on the premise that every student is a leader capable of making a difference within
The New School community and beyond.

It is the primary focus of the Office of Student Development & Activities to promote pur-
poseful involvement
of students by:

Exchange of Ideas
Fostering an atmosphere in which students can share ideas freely and work collaboratively in
promoting a sense of campus identity.

Inclusion
Providing a safe and inclusive environment, which enhances the co-curricular experience.

Variety
Providing a variety of leadership programs and opportunities that are designed to develop
a student’s individual, organizational and interpersonal skills as well as promoting group
camaraderie, responsible citizenship and positive contributions to the university and sur-
rounding community.

Resources
Providing student organizations with the necessary resources so they may
flourish at the university.

The Office of Student Development & Activities is available to assist students in starting and
maintaining a successful group by providing:
* Leadership information & training
* Meeting space
* Organizational funds
* Direction and advising

Groups must register each academic year and be approved by The Office of Student Development
& Activities to be able to use these services.
If you have any questions about any of our services, please contact us today: studev@newschool.edu.

1.
 Becoming & Re-Recognizing A Student Organization
Getting Started & Defining Expectations

BENEFITS OF RECOGNITION
The following are the benefits to recognized student
organizations that OSDA offers:

1. Use of designated university space for meetings and

programs
2. Program funding*
3. New School email account
4. 1200black&whitecopiesperacademicyear,includingcolored
paper (as available)
5. Organization mailbox in the OSDA office
6. Leadership Workshops
7. Advising
8. Networking opportunities with other students and ad-
ministrators
9. Opportunity to make a difference within The New
School community

LEADERSHIP DEVELOPMENT
The Office of Student Development and Activities offers leadership
workshops and support for all recognized student organizations.
The aim is to prepare student organization members to be engaged
and vibrant leaders in their activities. Opportunities for growth and
community are encouraged throughout the process. Ultimately,
leadership training works to support students who seek to be active
participants in creating a meaningful and integrated community within
and beyond The New School.

*See Student Activities Finance Committee (SAFC) Deadlines in Funding

section

2.
 Becoming & Re-Recognizing A Student Organization
Getting Started & Defining Expectations

STUDENT ORGANIZATION RECOGNITION

OVERVIEW
A special note for NEW organizations.
Before you begin:
- Do you have a mission?
- Is there an already existing group or organization on campus pursuing this
mission?
- Can you join them, become involved and serve your mission?
Any questions? Please let us know. Contact us to discuss the process of becoming a
recognized student organization. Come by, send an email, or call us:
55 West 13th Street, Lobby. (212) 229-5687. studev@newschool.edu
Also, you may visit the website www.newschool.edu/StudentServices
New student organizations will be granted recognition status if the organization
demonstrates that its proposed mission or functions are new and unique and do not
duplicate those of existing recognized student organizations.

A special note for RETURNING organizations:

Before you start again:
-Review your mission. Is it still applicable?
-Confirm in writing your membership and leadership. Include the names of all
ten members and the contact information of officers and your advisor.
-Complete the Leadership Board and Advisor Contact Sheet.
Any questions? Please discuss the process of becoming re-recognized with the Office
of Student Development & Activities at 55 West 13th Street or (212) 229-5687 to set
up a meeting.

For BOTH New & Returning Organizations:

Communication from the Office of Student Development & Activities Regarding Official
University Recognition
Once all of the steps are completed for a new or returning organization, the
organization will receive written confirmation from the Office of Student Development
& Activities stating that they have received official
University recognition.

Now, let’s get started!

3.
 Becoming & Re-Recognizing A Student Organization
Getting Started & Defining Expectations

RECOGNITION STEPS
New & Returning Organizations

STEP ONE: Recruit Leaders and Members

10 total members are required at minimum, including 5 officers. If you are a
returning organization, this will be easier to maintain.
Important
Membership must be comprised of and open to all of The New School community’s
degree-seeking students. Faculty, staff, and alumni may be non-voting members
of an organization.

STEP TWO: Find an Advisor

All recognized student organizations are required to have an advisor. Advisors
may be part-time or full-time faculty or staff members of the university. Student
organizations that cannot secure an advisor should consult with the Office of
Student Development & Activities.

STEP THREE: Develop a Constitution

All student organizations must have a constitution. Constitutions determine
the structure of the organization and the operations processes. Returning
organizations must review their constitution and confirm that it remains
applicable. See next section for an example with details. Please submit an
electronic copy to OSDA, for us to keep on file.

STEP FOUR: Think about Programs & Events

These should be the kinds of things that support your mission, would be of
interest to your members and the New School community.

STEP FIVE: Submit Completed Recognition Packet with your

Constitution
All recognition & re-recognition forms are included in this packet and are easy to
complete. Deadlines: As of 2007-2008, student organizations are recognized on a
rolling admissions basis. However, please be mindful of Student Activities Finance
Committee deadlines to be eligible for SAFC funding.

4.
 Becoming & Re-Recognizing A Student Organization
Getting Started & Defining Expectations

MEMBERSHIP
Leadership, Membership & Advisor’s Role

OFFICERS
The following students must sign the Student Leader Agreement. They shall be
known as the “officers” of
the organization and must be degree-seeking students of The New School:

- Main Contact/Chair/President
- Secondary Contact/Co-chair/Vice President
- Treasurer/Budget Analyst/Finance
- Secretary - Records Officer/Administration
- Communications Officer/Publicity

Student organizations must register their officers and update their organizational,

constitutional, budgetary, and other records at the end of the Spring semester of
each year, in accordance with OSDA guidelines. In the event of electoral or other
changes, the organization must revise its recognition form and notify the OSDA as
soon as time permits. Organizations are also required to register contact persons
and their information during university vacation periods, holidays, or at other times
as requested by the OSDA. All “officers” should also maintain a GPA or 2.5 or above
throughout the academic year.

GENERAL MEMBERSHIP
1) At least ten (10) voting members are required per organization.
2) All voting members of student organizations must be degree-seeking students of
The New School, and registered as undergraduate or graduate students.
3) Faculty, staff, or alumni may not be voting members or officers of student groups.
They are, however, encouraged to serve as advisors, sponsors, or consultants.
4) Student organizations are encouraged to recruit members from all programs of
The New School.
5) Students on leave of absence or those required to withdraw may not take part in
student activities, including membership in student organizations.

ADVISOR’S ROLE
Advisors must be a full-time or part-time faculty or staff member from The New
School. Individuals who agree to be advisors for student organizations must sign the
Advisor’s Role and Support Agreement in the recognition packet. Advisors are also
required to sign all forms pertaining to programming and funding and must be kept
abreast of all the activities carried out by the student organization.
5.
 Becoming & Re-Recognizing A Student Organization
Getting Started & Defining Expectations

RELATIONS TO THE UNIVERSITY

ALL recognized student organizations are elligible for a New
School email address.

All recognized student organizations are included in the

Office of Student Development and Activities website.

NO organization shall be allowed to appear on a commercially

sponsored radio or television program.*

NO organization shall in any publication, radio or television

broadcast, public performance, or otherwise purport to
represent the views or opinions of The New School.*

ANY form of advertising for a student organization sponsored

event using The New School name and/or logo must be
stamped and approved by the Office of Student Development
and Activities. Use of the University’s name and/or logo is
restricted to the express consent of the University and the
Office of Student Development and Activities.*

*FAILURE to adhere to said policies may result in loss of recognition

status or sanctions to the organization as determined by the Office of
Student Development and Activities.

6.
 Becoming & Re-Recognizing A Student Organization
Getting Started & Defining Expectations

CONSTITUTION
Each student organization must operate according to a constitution. Student
organizations must maintain current constitutions and by-laws with the Of-
fice of Student Development & Activities (OSDA). The constitution and by-
laws on file with the OSDA are the only constitution and by-laws recognized
by the University as governing an organization’s recognition status. Where
a constitution, by-law, or policy of a student organization is inconsistent
with university policies, University policies will supersede the constitution or
policy of the organization.

SPECIAL NOTE ON:

Parent or Affiliate Organizations
The University policies and procedures for recognized student organizations
will supercede any policies and procedures from parent or affiliate organiza-
tions.

An Article of the Constitution must make reference to this policy where ap-
plicable to an organization affiliated with a parent organization.

IMPORTANT NOTE ON:

Dissolution of an Organization
If an organization wishes to dissolve its charter as a recognized student or-
ganization of The New School it must do so in the following manner:
- In writing and
- Submit it to the OSDA as soon as the decision is made. All financial accounts must be
settled before the organization is allowed to dissolve.

7.
 Becoming & Re-Recognizing A Student Organization
Getting Started & Defining Expectations

FUNDING RESOURCES & PROCESSES

SOURCE A - up to $300 per academic year
For 2007-2008, each organization is allotted up to $300, to be used after official
recognition is bestowed. Expenditures must be in keeping with University policies.
Documentation of expenses in the form of receipts must be likewise in keeping with
University policies.
Programming: The organization may begin full programming after receiving full
recognition as a university Student Organization and full budget approval from OSDA
and/or Student Activities Finance Committee (SAFC), as
applicable. See budget section for details.

SOURCE B - Funding through SAFC

The Student Activities Finance Committee (SAFC) is run by and for students, with only
advisement from the Office of Student Development & Activities. The SAFC receives
requests only from student organizations recognized by the OSDA. Request Forms
are available in the Office of Student Development & Activities, and by email to safc@
newschool.edu.
A special note on SAFC deadlines:
For funding from SAFC for Fall 2007 programs, budget requests may be submitted on
the following days for review: September 14, 2007; October 5, 2007; November 2nd,
2007. However, it is recommended that all requests for the semester are submitted by
September 14, 2007, if possible.

For funding from SAFC for Spring 2007, budget requests may be submitted on the
following days for review: February 1, 2008; March 7, 2008; April 2, 2008. However, it
is recommended that all requests for the semester are submitted by February 1, 2008,
if possible.

The budget requests can be submitted via hard copy to the OSDA office c/o The SAFC
at 55 West 13th Street. You can also reach SAFC via email at safc@newschool.edu.
Recognized organizations are encouraged to submit Budget Requests well before the
stated deadlines. Please Note: once the Budget Request is submitted, subsequent
changes to the proposal will not be accepted. Please see SAFC Budget Request Form &
SAFC Guidelines for the budget format & approval process.
Organizations will receive a response in writing from the SAFC regarding their Budget
Requests. To implement programs, organizations must complete a Program Registration
Form and follow up with the Coordinator of Student Programs.

Additional Sources: Co-sponsorship, University resources and departments,

and other funds secured by working with the Office of Student Development & Activities

8.
 Becoming & Re-Recognizing A Student Organization
Getting Started & Defining Expectations

BUDGETING
Getting Started
Suggestions on planning your budget for an event: Determine what you want.
Then estimate what the costs are.
TIP: For successful budget requests, justify why the expense is needed.
State who will benefit and how.

This is for your reference only.

A. Workshops
Speaker/s
Materials
Refreshments
TOTAL
B. Lectures
Speaker/s
Refreshments
TOTAL
C. Panel Discussions
Speaker/s
Refreshments
TOTAL
D. Screenings
Film/Tapes
Speaker/s
Refreshments
TOTAL
E. Social Events/Parties
Decorations
Refreshments
Security
TOTAL

F. Other
TOTAL

GRAND TOTAL

9.
 RECOGNITION FORM PROCESS
Required

FORMS INSIDE:
Leadership Board & Advisor Contact Information

Organization’s Mission Statement with

Goals & Objectives

Membership Roster

Advisor’s Role & Support Agreement

Student Leader Agreement

E-Mail Request & Student Organization Category

TO BE WRITTEN BY THE ORGANIZATION:

Student Organization Constitution

10.
 RECOGNITION FORM PROCESS: Required

LEADERSHIP BOARD & ADVISOR CONTACT INFORMATION

Date:__________________
Name of Organization _______________________________________________________________________
OrganizationEmail (where applicable) ________________________________________________________
Is this organization affiliated with a national or off-campus organization? _____ Yes _____ No
If yes, name of the affiliate: __________________________________________________________________
*Are dues paid to the affiliate? ____ Yes ____No *Are funds received from the affiliate? ___Yes ___No

*If yes, explain: ____________________________________________________________________________

Use additional & separate sheet if needed.

MAIN CONTACT/President/Chair NAME ________________________________________________________

E-mail (s) ______________________________________________Phone Number(s)_________________________
Local Address ____________________________________________________________________________________
Program of Study & Level of Study ________________________________________________________________

SECONDARY CONTACT/Vice-President NAME _____________________________________________________

E-mail (s) ______________________________________________Phone Number(s)_________________________
Local Address ____________________________________________________________________________________
Program of Study & Level of Study ________________________________________________________________

Treasurer/Budget Analyst/Finance NAME _________________________________________________________

E-mail (s) ______________________________________________Phone Number(s)_________________________
Local Address ____________________________________________________________________________________
Program of Study & Level of Study ________________________________________________________________

Secretary/Records Officer/Administration NAME ___________________________________________________

E-mail (s) ______________________________________________Phone Number(s)_________________________
Local Address ____________________________________________________________________________________
Program of Study & Level of Study ________________________________________________________________

Communications Officer/Publicity NAME __________________________________________________________

E-mail (s) ______________________________________________Phone Number(s)_________________________
Local Address ____________________________________________________________________________________
Program of Study & Level of Study _____________________________________________________________________

Advisor’s Name: _____________________________ Department & School: __________________________________

Campus Address, Tel & Email: ____________________________________________________________________
__________________________________________________________________________________________
 RECOGNITION FORM PROCESS: Required

ORGANIZATION’S MISSION STATEMENT

WITH GOALS & OBJECTIVES

MISSION STATEMENT
Please write the student organization’s Mission Statement in this space. Statement
should be no more than one paragraph. This mission statement will be included in the
University Student Services website so please print clearly.
_____________________________________________________________________________________
_____________________________________________________________________________________
______________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

GOALS & OBJECTIVES

Please write a paragraph that describes the purpose of your organization, how your or-
ganization plans to serve the University community, and what program objectives your
organization has for the academic year. Attach additional sheets if necessary. These
programs should support the mission of your organization.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
 Membership Roster
(Attach additional sheets if necessary)

NAME ROLE SCHOOL LEVEL PHONE E-MAIL

MemberorOfficer. ofstudy
If officer, list.

1.

2.

3.

4.

5.

6.

7.

8.
RECOGNITION FORM PROCESS: Required

9.

10.
 RECOGNITION FORM PROCESS: Required

ADVISOR’S ROLE & SUPPORT AGREEMENT

Every recognized student organization at The New School must have an active advisor.
The advisor must be a full-time or part-time University faculty or staff member. The
following describes the roles of the advisor. Any questions regarding this position should
be made to the Office of Student Development and Activities. In order for a group to
maintain their status as a recognized organization, this form must be completed and remain
on file in the Office of Student Development & Activities. Student Organizations that cannot
secure an advisor should consult with the OSDA.

I. Advising
- Assist group members in the development of a Mission Statement including goals
for the organization and a Constitution.
- Provide support and serve as a resource for the group throughout the entire
academic year.
- Advise group officers on the University’s policies for recognized student
organizations.
- Assist group in election of officers and support group through the transitions.
- Assist group members in the development of a yearly calendar of events.
- Serve as a liaison between the group and the Office of Student Development &
Activities.

II. Budgeting:
- Assist the group in the development of a budget.
- Approve & sign all budget requests prior to submission to the Office of Student
Development and Activities.

III. Involvement:
- Attend all organizational functions and periodic meetings.
- Act as a liason to the Office of Student Development and Activities; assist in-group
membership development.

I understand the above guidelines for the Student Organization Advisor and I agree to be the advisor
for the
below listed group. I will commit for the _____________________________________ academic year.
I have read and understood the responsibilities and University policies to support the development
of: (Organization name) _________________________________________________________

Name of faculty or staff member _______________________________________________________

Department/Campus Address: ___________________________________________________________________
Contact number ________________________ E-mail: _________________________________________________

Advisor’s Signature: _________________________________________________________

 RECOGNITION FORM PROCESS: Required
STUDENT LEADER AGREEMENT
We, the undersigned student leaders assume responsibility for_______________________________________________
We hereby agree to the following: (Name of Organization)

Mission Integrity
We agree to notify the Office of Student Development & Activities immediately if and when the purpose of the
organization changes. Further, we agree to be responsible for this organization until the new student leaders
sign a new agreement.
Advisor Interaction
We understand that each student organization must have an advisor. An advisor is a faculty or staff member
chosen by a student organization to provide knowledge, commitment and support to the organization. The
advisor shall be required to review and sign any requests by the organization for programming and funding.
Advertising Responsibility
We acknowledge that all events and promotional materials must be cleared and registered through the Office
of Student Development & Activities prior to any preparations being made. All changes and/or cancellations
of approved events will also be communicated to the Office of Student Development & Activities as soon as
time permits.
Campus Security
We acknowledge that The New School determines all matters related to security and exercises control over all
university buildings.
Expense Responsibility
We ndividually may be responsible for all expenses incurred by the organization, which have not been ap-
proved by the Office of Student Development & Activities prior to the approved event. In regard to university
financial bills, we acknowledge that we understand and are willing to abide by the University policy governing
payment of University bills as stated by the OSDA.
Membership
We understand that all members of student organizations must be registered degree-seeking students at The
New School and our roster of said students must be no less than ten. (In order to be recognized as a student
organization, membership must be composed of at least ten degree-seeking students).
Academic Integrity & Responsibility
We understand that all officers of student organizations must maintain a grade point average of 2.5 or above
throughout the academic year in order to hold said positions.
University Policies & Code of Conduct
We confirm our willingness to abide by all policies and procedures of The New School, including, but not lim-
ited to, the Office of Student Development & Activities Programming Handbook, The New School’s Policy on
Free Exchange of Ideas, and Policies on Non-discrimination and Discriminatory Harassment. This means that
no person may be denied membership on the basis of race, religion, national or ethnic origin, gender, handi-
cap, sexual orientation, marital status, or age. Violations of University policy, rules, or federal or state law can
result in immediate revocation of the organization’s recognition status.
Group Responsibility for Ideas
We understand that recognition of a student organization does not constitute approval or endorsement by The
New School of the organization’s purposes, objectives or activities. Therefore, the use of the name of the uni-
versity in the student organization’s promotional material should read: “at The New School,” not “of The New
School.”
Failure to comply
We understand that failure to comply with this agreement and all other policies governing University recog-
nized student organizations may result in the loss of University recognition.

Main Contact: Name Signature/Date

Secondary Contact: Name Signature/Date

Budget/Finance: Name Signature/Date

Records Officer: Name Signature/Date

Publicity Officer: Name: Signature/Date

 RECOGNITION FORM PROCESS: Required

E-MAIL REQUEST

For your student organization, what would you like your New School email
to be?

First Choice: _____________________________________________________@newschool.edu

Second Choice: ___________________________________________________@newschool.edu

STUDENT ORGANIZATION CATEGORY

What category best fits the mission and purpose of your student organization?
(Circle One):

• PRE-PROFESSIONAL & ACADEMIC INTEREST

• PUBLICATIONS, COMMUNICATIONS, MEDIA

• INTERCULTURAL INTEREST

• INTERNATIONAL INTEREST

• POLITICAL ACTION & ADVOCACY

• STUDENT PROGRAMMING

• SOCIAL & SPECIAL INTEREST

• ART, MUSIC, PERFORMANCE

• FAITH BASED, RELIGIOUS, SPIRITUAL INTEREST

 RECOGNITION FORM PROCESS: Required

STUDENT ORGANIZATION
CONSTITUTION

Remember to write and include your

constitution.
As noted in the recognition information pages:
Each student organization must operate according to a Constitution.
Recognized student organizations must maintain current constitutions and
by-laws with the Office of Student Development & Activities (OSDA). The
constitution and by-laws on file with the OSDA are the only constitution
and by-laws recognized by the University as governing an organization’s
recognition status.

Where a constitution, by-law, or policy of a student organization is

inconsistent with University policies, University policies will supersede the
constitution or policy of the organization.

To assist in preparing your constitution, a sample is provided on the

following page.
 RECOGNITION FORM PROCESS: Required
Here is a sample constitution:
Preamble
The preamble should introduce the rest of the document in no more than two or three sentences stating the reasons for,
and intent of, the group and the constitution.
Article ONE - Name
Section 1. The name of this organization shall be (insert full name of organization), hereafter referred
to as (shortened name as it will appear in the Constitution).
Section 2. The officers of (name) shall make up the Executive Board of (name), hereafter referred to as
the ‘Board.’
Article TWO - Purpose
Section 1. The purpose of this organization shall be (short definition of group’s purpose).
Section 2. The Executive Board shall (purpose of the Executive Board).
Article THREE - Membership
Section 1. The general membership of the organization must be composed of no more than twenty-five
percent staff, faculty, alumni or administration. The specific requirements of membership are (list requirements).
Section 2. The privileges and responsibilities of membership are (insert).
Section 3. Membership may be revoked (by whom and by what procedure) due to (criteria).
Membership is open to all full-time degree-seeking students from all schools of The New School
community. NOTE: University policy requires that there be no arbitrary exclusion from membership on the basis of
sex, sexual orientation, race, religion, or disability.
Article FOUR - Meetings and Procedures
Section 1. Indicate how often regularly scheduled meetings are held and who has authority to call meetings.
Section 2. Indicate how policy decisions are made and how formal votes are carried out.
Article FIVE - Officers
Section 1. The organization shall have the following officers... (Indicate methods of nomination and election, and
who is eligible to hold office).
Section 2. The duties of these officers shall be...
Section 3. Indicate lengths of terms of office and term limitations.
Section 4. Only members who are undergraduate or graduate students enrolled at The New School may
hold the position of president or treasurer. No single member may be BOTH the president and treasurer simulta-
neously.
Article SIX - Electing, Appointing, and Removing Officers
Section 1. Organizational elections must take place at least once per year. (Insert other general election
rules; specific election rules should be placed in the by-laws.)
Section 2. Insert general appointment procedures for appointing officers; specific appointment procedures should
be placed in the by-laws.
Section 3. The members of the Board may be impeached and removed by the membership. (List grounds for im-
peachment and removal. Insert impeachment and removal procedures.)
Section 4. In the event of a mid-term vacancy of an elected officer...(Insert procedure for temporary and/or per
manent replacement).
Article SEVEN - Committees
Section 1. The standing committees of this organization shall be...(List all standing committees).
Section 2. The duties of each of these standing committees shall be....
Section 3. Insert how committee members will be selected and removed.
Section 4. Additional committees may be formed and dissolved by the organization. (State the procedures for add
ing and removing committees.)
Article EIGHT - By-Laws
Section 1. By-Laws of the organization shall be established and altered by...(Insert procedures for adding and
altering organization’s bylaws).
Section 2. By-Laws of the Board shall be established and altered by...(Insert procedures for adding and
altering by-laws of the Board).
Article NINE - Amendments to the Constitution
State how amendments are to be proposed and by whom, and what vote is required to adopt an amendment; two-
thirds of the voting membership is standard.
Article TEN—Ratification
This constitution shall be established by a vote of a (insert fraction; three-fourths is recommended) majority of the
membership of the organization.