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New Club Approval Process

Procedure for Approving a New Student Club

Club Definition

A student club is a student-run group of like-minded students who have gathered together to explore, celebrate and share-in a common purpose. They have created a formal operating charter with a unique mission and received formal approval from the Student Government Association. Clubs receive support from members of the faculty, staff, or administration who serve as club advisors.

Required Documentation

  1. Students wishing to start a new club should first review the current listings of recognized clubs found at www.sunywcc.edu/clubs.
  2. If there is no similar club on your campus, students should recruit a member of the college faculty, staff, or administration to serve as the Advisor to their group. If any similar club is found to exist, your application will not be accepted. For more information as to the role of a club advisor, please refer to the Club/Organization Policy & Procedures found at www.sunywcc.edu/clubs.
  3. Students will also have to complete the following documents:
    1. Request for Recognition Form. This is an intake form describing the basics of the proposed group. It can be found on page nine (9) of this packet.
    2. List of Interested Students Form. This is a listing of students who have expressed interest in joining the club if it receives approval. A minimum of fifteen (15) interested students is required. It can be found on page ten (10) of this packet.
    3. Constitution. A club constitution is an important document that sets up the basic rules and structure of the club. It explains how the club works and how decisions are made, helping to solve any problems that come up. The constitution includes things like the club’s name, purpose, officers, meeting details, and rules for making changes. Clubs often also have by-laws, which give more specific instructions for everyday activities. You can find the template for the constitution and instructions on page three (3) of the packet. The constitution needs to be typed and E-MAILED to the Department of Student Involvement at [email protected].
  4. After a club completes the requirements listed above, they must submit all the completed documents to the Department of Student Involvement (David Swope Student Center Room 108) for processing and next steps.

    If you have questions or need help during this process, you can make an appointment with a member of the Student Involvement staff by calling 914-606-6731, emailing [email protected], or visiting David Swope Student Center Room 108.

Process & Procedures

Prodedure for Student Government Recognition
  1. Once verified, all information is completed, The Department of Student Involvement will notify the Student Government Association (SGA) that a proposal for a new club has been submitted.
  2. The documents will be sent to the SGA Secretary and SGA Vice-President who will assign a member of the SGA Clubs Committee to review the packet. The SGA Clubs Committee will then review the next Club Affairs Committee. The SGA Clubs Committee may request to meet with the students who are making the new club proposal to ask questions and suggest changes to the proposed club’s constitution or other documents. After being reviewed by the SGA Clubs Committee, the students proposing the new club will be notified by the SGA Secretary if their packet was approved.
  3. The SGA President will then notify the club that their proposal is scheduled for presentation before the SGA Senate. Newly proposed clubs are required to attend this senate meeting.
  4. This presentation should include the following: (1) an overview of the club’s mission; (2) the name and background of the faculty advisor; (3) anticipated events or initiatives the club plans to sponsor; (4) reasons why the club is necessary on campus; and (5) any other criteria deemed important by the students proposing the club.
New Club Constitution Template & Instructions
  1. The following template MUST be used when writing your prospective club constitution.
  2. Anything that is BOLD, UNDERLINED, & ITALICIZED means you must replace it with the missing information. Simply write over those words and write in the information it calls for.
  3. You should make sure everything is written in complete sentences.
  4. All constitutions must be typed and E-MAILED to the Department of Student Involvement at [email protected] , [email protected], and [email protected].
  5. If you have questions or need help when writing your constitution, you can make an appointment with a member of the Student Involvement staff by calling 914-606-6731, emailing [email protected], or visiting David Swope Student Center Room 108.