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student organizations, the organization, student activities, new student, student life, student organization, fraternity and sorority, student organization handbook, student involvement, student activities office, fraternities and sororities, student development, student government association, student union, recognized student organization
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Document Sample
NSU STUDENT AFFAIRS
ADMINISTRATION 204 • 601 N. GRAND AVENUE
TAHLEQUAH • OKLAHOMA • 74464-2399
PHONE: 918-444-2120 • FAX: 918-458-2340
June 29, 2007
To: Potential New Student Organization
From: E. Kate Harrigan, Director of Campus Involvement
Re: New Student Organization Recognition Process-Spring 2007
Congratulations! You have taken the first step in becoming a newly recognized student organization
at Northeastern State University (NSU). This is an exciting, but crucial time for your prospective
organization. It is essential that you create a firm foundation to aid in your organization’s future
success.
This foundation includes- assuring that you are not duplicating the efforts of a current NSU student
organization, that your organization has a well developed mission and purpose, and that your
organization has solid documentation related to basic processes and procedures.
My goal as the Director of Campus Involvement is to be a support to you and your new
organization. Please read the directions in this packet carefully, and feel free to ask questions.
This packet includes all of the basic requirements for a new student organization to be recognized.
You will first need to fill out the first section entitled ‘New Student Organization Registration Form.’
This form has space for you to provide contact information, organization basics, and information
about proposed organization activities. After you submit this form, the information will be reviewed
by the Office of Student Affairs.
If your organization is approved, then you will need to fill out the attached checklist and provide the
requested documents. If you would like a copy of these documents in an electronic format, please
send an email to the address below.
If I can provide further context or answer any questions, please do not hesitate to contact me at
918-444-2526, or via email at harrigan@nsuok.edu.
Sincerely,
E. Kate Harrigan
Director for Campus Involvement
Northeastern State University
University Center, B01
New Student Organization Registration For m
Nor theaster n State University
Proposed Name of Organization _________________________________________________
Acronym (if applicable) _____________________
NSU Account # (call business services to start paperwork) _____________________
Type of Organization (check one of the following):
□ Academic □ Dance& Entertainment □ Education & Humanitarian □ Fraternity
□ Political &Government □ Religious □ Service □ Social □ Sorority
□ Other (explain):_____________
Organization Affiliations (check all that apply):
□ National (provide contact information) _______________________________________
□ Local (provide contact information) _________________________________________
□ NSU Department (provide contact information) _______________________________
□ NSU Academic College (provide contact information) ___________________________
□ Other (explain and provide contact information)_______________________________
Contact Information
Executive Officer (must be currently enrolled, full-time student in good-standing with the university)
First Name:___________________________ Last Name:__________________________
Position Title__________________________ ID #________________________________
NSU email:___________________________ Phone #: ____________________________
Financial Officer (must be currently enrolled, full-time student in good-standing with the university)
First Name:___________________________ Last Name:__________________________
Position Title__________________________ ID #________________________________
NSU email:___________________________ Phone #: ____________________________
Proposed Campus Sponsor
Already contacted: □ Yes □ No
First Name:___________________________ Last Name:__________________________
NSU Position Title_____________________ Office or Department_________________
NSU email:___________________________ Phone #: ____________________________
Organization Basics
Purpose of Organization:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Proposed Mission Statement:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
How is your proposed organization different from others already on campus or what unique
need does your organization meet?________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Describe the membership requirements of your organization: _________________________
______________________________________________________________________________
______________________________________________________________________________
Organization Activities
Proposed Organization Activities (check all that apply):
□ Academic □ Conference/Speaker □ Events with alcohol □ Fundraiser
□ On-Campus Social Event □ Off-Campus Social Event □ Retreats □ Service
□ Travel related event (more than 20 miles) □ Other (explain):____________________
Proposed Meeting Structure (check all that apply):
□ Meetings with Sponsor- how often? _________________________________________
□ Executive Officer Meetings- how often? ______________________________________
□ General Member Meetings- how often? ______________________________________
□ Committee Meetings- how often? ___________________________________________
□ Other (explain and provide contact information)_______________________________
2007 New Student Organization Recognition Checklist
(for use after appr oval as new or ganization)
If your organization is approved as a new organization, the following checklist items must be completed,
checked off, and initialed. All items must be completed prior submission to the Student Affairs Department.
Questions should be directed to the Director of Campus Involvement, E. Kate Harrigan at
harrigan@nsuok.edu.
Executive Officer(s) and Sponsor
□ Set up meeting with new organization sponsor. Provide sponsor with copy of
‘Sponsor Expectation Check List’ Meeting Date/Time: __________
□ Review and fill out ‘Sponsor Expectation Checklist’ and discuss with advisor.
Collect advisor’s contact information at this time as well. Initial when completed____.
□ Make three copies of the completed ‘Sponsor Expectation Checklist’ form with
student leader and advisor’s agreed upon rankings. (one to sponsor, organization
should keep one on file, the third should be turned in with recognition paperwork).
Basic Information
□ Provide a copy of your organization’s constitution. This should include the
following items:
o Mission and purpose of your organization
o Membership requirements
o Outline of the organizations’ basic structure
o Non-discrimination policy
o Anti-hazing policy
o By-laws (recommended)
Membership (selection, discipline and/or removal processes)
Officers (selection, duties, responsibilities, discipline and/or removal
processes)
Committees (creation, membership selection, powers, and
responsibilities)
Meetings (frequency, requirements, attendance policy, format, rules of
order, and number needed for voting and amendments)
Financial Procedures (dues, fees, fines, collection procedures, budgets,
and other processes related to organization funds)
Amendment Procedures (proposals, notice, voting requirements,
differences in amending by laws vs. constitution)
Other (any other procedures that aid the functioning of the organization)
o Initial when completed____________.
□ Provide an updated list of organization officers/executive staff members. Also
include meeting times and locations, and whether or not you are accepting new
members, and if so who they should contact (sheet has been provided for
documentation, see attached). Initial when completed____________.
□ Set up a meeting between an executive officer and the Director of Campus
Involvement (meetings can be set up via email- harrigan@nsuok.edu). Bring email
confirmation of meeting when turning in paperwork Meeting Date/Time: ________
Who will be attending: _________________ Initial when completed_______.
Sponsor Expectations Checklist
* Adapted from Student Activities at the University of Florida
Listed below are expectations which can be negotiated between student leaders and their Sponsor.
This form is designed to help Sponsors and officers arrive at a clear and mutually agreed upon
Sponsor role.
The Sponsor and the officers of the organization should rank the following items (from 1 – 5, with
1 being an essential duty of the Sponsor and 5 being absolutely not a Sponsor’s duty) and then
meet to compare answers and discuss any differences. For items that are determined not to be the
responsibility of the Sponsor, it is important to establish whose responsibility it will be.
Attend all general meetings
Attend all executive committee meetings
Call meetings of the executive committee when believed to be necessary
Explain University policy when relevant to the discussion
Explain University policy to the entire group once a year
Depend on the officers to observe University policy throughout their terms
Meet with the chief student leader before each meeting
Help the chief student leader or other officers prepare an agenda before each meeting
Speak up during discussion when the Sponsor thinks the group may make a poor decision
Be quiet during the general meetings unless called upon
Exert influence with officers between meetings
Take an active part in formulating the goals of the group
Initiate ideas for discussion when the Sponsor believes they will be helpful to the group
Be one of the group, except for voting and holding office
Attend all group activities, meetings, events, etc.
Request to see the treasurer’s books at the end of each semester
Check the secretary’s minutes before they are written in final form
Check all official correspondence before it is sent
Get a copy of all official correspondence
Be a custodian of all group paraphernalia, records, etc. between officer transitions
Keep the official files of the organization
Inform the group of infractions of their bylaws, codes, and standing rules
Make the group aware of its stated objectives when planning events
Veto a decision when it violates a stated objective, the bylaws, or University policy
Mediate interpersonal conflicts that may arise
Be responsible for planning leadership skills workshops
Let the group work out its problems; allow for mistakes and “doing it the hard way”
Insist on an evaluation of each activity by those students responsible for planning it
Take the initiative in developing teamwork and cooperation among the officers
Let the group thrive or decline on its own; do not interfere unless requested
Represent the group in any conflicts with members of the University staff
Be familiar with University resources and procedures that affect group activities
Recommend programs, speakers, etc.
Take an active part in the orderly transition of responsibilities between old and new officers
Cancel any activities when you believe they have been inadequately planned, will violate organization,
university, state or federal rules/laws, or are unsafe
Executive Officers/Organization Staff Members Contact Infor mation
Organization Name:
Organization Acronym:
NSU Business Affairs Account #:
Updated contact information and positions for organization:
Position/Title First Name Last Name NSU Email Phone #
Officer Elections: Dues: Members:
Month:____________________ Amount: ______/Semester or Academic Year Number: ____________
(circle)
Executive Meetings:
Day:____________________ Time:_______________________ Location:_______________________
General Meetings:
Day:____________________ Time:_______________________ Location:_______________________
Accepting new members? (Please circle) Yes, Fall Yes, Spring Not at this time
Interested students should contact (name and contact info):
