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Student Organization Registration Policy

Draft: August 10, 2012

 

I.  Student Organization Registration Policy Overview

    1. To ensure the educational integrity of co-curricular activities on campus, the College at Brockport has established registration procedures for student organizations. Organizations include clubs, organizations, fraternities, sororities and honorary societies. College registration allows an organization to conduct business on and off campus and using The College at Brockport’s name, services, equipment, and facilities according to outlined policies and procedures.  Student organizations actions and behaviors must align with and support the mission of the college.
    2. In order to maintain registration and to take advantage of services provided by The College at Brockport, all student organizations must register annually through the College’s online student involvement system, myBROCKPORT (http://my.brockport.edu) by September 10, 2012.
    3. Registration by a student organization shall constitute an agreement by the organization, its officers, and its members to observe and abide by the Code of Student Conduct; all College policies; and local, state, and federal laws.

II. Definition of a Registered Student Organization:

    1. A college registered student organization at The College at Brockport is:
      1. any student-driven group whose primary membership and entire leadership consists of students currently enrolled at The College at Brockport;
      2. formed in order to contribute to the students' personal development and the advancement of the College Mission;
      3. non-credit bearing; and
      4. Officially registered by The College at Brockport, according to the Student Organization Affiliation Policy.

III. Registration Policy

    1. The policies and procedures of The College at Brockport supersede any outside affiliation or inter/national entity for all organizations that have affiliations beyond the College.
    2. Registration does not imply college endorsement of the positions and views of any organization. Rather, it implies that the institution accepts the organization’s mission as educationally valid, and that the organization has complied with institutional registration procedures.
    3. All student organization must provide equal opportunity in the selection of members, assignment of privileges, and provision of all benefits and services to members. The College at Brockport, State University of New York, does not discriminate on the basis of race/ethnicity, color, gender, sexual orientation, actual or perceived gender identification, religion, national origin, age, disability, marital status, predisposition to genetic characteristics, domestic violence victim status, criminal background or status of Vietnam-era, special disabled, recently separated, or other protected veteran, in admission, employment, or treatment of students and employees. Read The College at Brockport’s Nondiscrimination Policy at http://www.brockport.edu/aao/policies.html.  The only exception to this policy of open membership is that social sororities and fraternities may limit their membership by gender.
    4. The College at Brockport prohibits any registered student organization from engaging collectively or individually in the following practices as part of initiation into or affiliation with any organization. The College at Brockport endorses the definition of hazing to include: Any mental or physical requirement, request or obligation placed upon any person (pledge, associate member, member, affiliate or guest) that could cause discomfort, pain, fright, disgrace or injury, or that is personally degrading or that violates any federal, state, local statute or College policy. Read the entire Hazing Policy online at http://www.brockport.edu/policies/docs/hazing_policy.pdf.
    5. All members agree that any involvement in an organization-sponsored activity is voluntary. All members must affirm that the organization’s executive board, advisor, and the College itself are not liable for any injury that may be incurred during any organization activity, including any events occurring off campus.
    6. Revocation of College Registration: Any student organization that has been granted College registration and that violates it own statement of purpose and/or constitution, or fails to comply with College policies is liable to revocation of registration or other sanctions consistent with the College’s Code of Student Conduct. Complaints may be filed by or with the Student Organization Coordinator who will review the case against the student group and decide for or against revocation of registration. The President and the Vice President of the College has the final authority on the revocation of registration of student organizations. Read the College Policy on Student Organization Affiliation online at http://www.brockport.edu/policies/docs/college_policy_on_student_organization_affiliation_.pdf.
       

IV. Benefits of registration include:

    1. Use of the College name, services, equipment and facilities according to outlined policies and procedures.
    2. Affiliation with The College at Brockport as an official registered student organization (see College’s Affiliation Policy)
    3. The ability to use the myBROCKPORT system.
    4. Permission to submit room reservation forms, tabling forms, and fundraising forms in compliance with the Campus Events policies.
    5. Permission to advertise on campus in compliance with the Posting policy. Each registered organization will have various listing opportunities in promotion and publication of their organization.
    6. The ability for officers to participation in the Student Organization Leader certificate.
    7. The ability to utilize the resources and services provided in The Space: Student Organization Resource Center.
    8. Permission to participate in campus events, such as Club Craze, to promote your organization.


V. New Organization Registration Process

    1. Prior to registration:
      1. Verify with The Space/myBROCKPORT that a similar group does not already exist as a registered student organization
      2. Stated mission must align with the mission of the college.
      3. Schedule a meeting with the Student Organization Coordinator by emailing thespace@brockport.edu to discuss the registration process and the organization’s goals.
      4. Hold an interest meeting sponsored by The Space. Turn a copy of the attendance in to the Student Organization Coordinator.
      5. Gather a group of at least 5 interested students.
      6. Determine who will serve at the organization’s Interim President and Vice President.
      7. Find a faculty or staff member at The College at Brockport who is willing to serve as the organization’s advisor
      8. Create a constitution  (see www.brockport.edu/thespace for a sample). The constitution must include the following information:
        1. Name of Organization
        2. Purpose/Mission Statement (Include how the organization’s purpose and mission aligns with the College’s mission)
        3. Affiliations (Indicate if your group has affiliation with a Brockport department and/or any other campus, local, state, national, or international organization and explain the relationship.)
        4. How membership is determined (open to all, dues, eligibility)? See III.C. for more information regarding the college’s nondiscrimination statement.
        5. Officers (Include unique titles for your student organization leaders-i.e President may be called Captain)
        6. How are officers elected & please list duties for each elected position?
        7. Advisor’s name and contact information
        8. Anti-hazing policy. See III.D. for more information on the college’s policy.
    2. The President will register as an interest group on myBROCKPORT.
    3. The President or designee will attend the New Organization Workshop series throughout the first semester of their registration.
    4. As appropriate, the organization will begin recognition steps to be completed at the end of the first year of registration.
    5. Once registered, all student organizations must complete the re-registration process each year.

VI. Annual Registration Process - In order to maintain registration, each student organization must:

    1. Successfully complete the annual registration process each year through the College’s online student involvement system, myBROCKPORT (http://my.brockport.edu) by September 10, 2012.
    2. Follow the Code of Student Conduct, the registration policy, all college policies, and local, state and federal laws.
    3. Comply with the recognition policies and procedures through their appropriate overseeing department/organization.
      1. Academic Honor Societies: Follow appropriate National or International Honor Society recognition policies.
      2. Recognized Brockport Student Government Clubs: Agree to BSG club policies and procedures.
      3. Recognized Fraternities and Sororities: Agree to Relationship Statement between The College at Brockport and its Affiliated Fraternities and Sororities.
      4. Campus Recreation Club Sports: Agree to policies established by Campus Recreation.
    4. Have the President of each registered student organization listed as the official contact person for the organization.
    5. Have a current constitution uploaded on the organization’s myBROCKPORT page. (See Section V.A.8. for guidelines)
    6. Have an advisor who is a non-student member of The College at Brockport’s faculty or staff.
    7. Have an Executive Board comprised solely of The College at Brockport students.
    8. Have the advisor and executive board listed on the visible roster on the organization’s myBROCKPORT page.
    9. Update the organization’s myBROCKPORT roster within 5 days of a change taking place (Ex: Executive Board Officer or Advisor name change).
    10. Maintain their official affiliation with their parent organization (Brockport Student Government, Recreational Services Club Sports, Fraternity & Sorority Life, etc). Registered student organizations that lose the recognition of their parent organization will have their registration withdrawn until such time that recognition is reinstated.
    11. Have at least one officer attend the “Nuts & Bolts” Workshop offered during the first 6 weeks of the fall semester. This representative will be responsible in sharing the information with the organization’s Executive Board.
    12. Have at least one officer attend the “Risk Management” Workshop offered during the first 6 weeks of the Fall semester. This representative will be responsible in sharing the information with the organization’s Executive Board.
    13. The Presidents of organizations will be sent approval of their group’s registration via the myBROCKPORT system. Once this approval is received, the registration process is complete.

 

VII. The Role of an Advisor

    1. Registered student organizations must have a faculty or staff advisor and are strongly encouraged to take full advantage of the valuable role an advisor serves. The general purpose of an organization advisor is to provide insight and guidance that assists a student organization in furthering its purpose and enhancing the meaningfulness of organization membership.
    2.  As a general rule, the advisor should counsel the organization in the exercise of responsibility, be familiar with the organization’s programs and be familiar with College policies and procedures. Advisors do not have authority to control the policies of an organization.
    3.  Specific written recommended duties or expectations of an advisor shall be mutually agreed upon by the advisor and the student organization. Some suggestions of what an advisor’s responsibilities might entail are listed online at http://www.brockport.edu/community/thespace.

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