2024-2025 Club/Organization Re-Registration Information

To maintain University Recognition, student organizations are required to re-register with the Department of Student Engagement and Activities (hereinafter referred to as “SEA”). Recognition is the formal process by which the University agrees that a club or organization may function on campus, enroll members, and identify with the University. Re-registration allows a process by which appropriate records for all student groups can be maintained. Information requested during the re-registration process includes, but is not limited to, the organization’s constitution, Executive Board members, and Advisor information.

Recognition Sheet

REGISTRATION REQUIREMENTS

This process is restricted to groups who are currently active, as well as groups who have been inactive for no more than 2 semesters and are eligible to re-register. Please see this list for groups who are inactive but eligible to re-register. Organizations who are currently Inactive/Eligible to Re-Register must have the primary contact for the organization email studentengagement@stonybrook.edu to have their organization activated on SB Engaged. Organizations that were approved for recognition in the Spring 2024 New Club/Organization Process are required to take part in the re-registration process to maintain recognition for the 24-25 academic year. If interested in starting and registering a new organization please review the requirements and process outlined here.

Organizations must have the following to be considered for and maintain campus recognition:

An executive board consisting of minimally a President, Vice President, Secretary, and Treasurer. If applicable, a faculty/staff member may also be required to serve as an advisor to the organization. For more information on faculty/staff advisor requirements and which organizations they apply to please review section I.B. of the Community Guidelines.
Executive board members must meet the following requirements:
- - Hold only one position on the board unless otherwise approved by SEA in writing
- Be matriculated, currently enrolled in classes, and working toward a degree
- Be in appropriate conduct standing with the University. Sanctions of University Probation or higher, or a sanction restricting participation in clubs/organizations or from holding leadership positions disqualify students from serving in an executive board or leadership position.
- Meet the minimum GPA requirement for the specific organization type they wish to represent (Undergraduate executive board members must maintain at least a 2.25 cumulative GPA. Fraternity/Sorority executive board members must maintain at least a 2.5 cumulative GPA. Graduate executive board members must maintain at least a 3.0 cumulative GPA)
A constitution that follows the model constitution provided by the Department of Student Engagement and Activities, and is aligned with University policy.
- The approved model constitution can be found here.
  - The statement of purpose outlined in the constitution must be unique, and ensure the organization's purpose and function does not duplicate or closely resemble that of an already existing organization. This includes but is not limited to organizations with similar goals but differing national and international affiliations, and organizations who may closely resemble or duplicate services offered by Stony Brook University offices or departments.
    - The Statement of Purpose should be no longer than a few sentences. By reading this “Statement of Purpose” a person who is unfamiliar with your organization should be able to clearly determine what it is the group does, what it brings to the Stony Brook community, why they might want to be part of the organization, as well as any other information that clearly separates the organization from others on campus.
  - Please Note: SEA has the right to deny recognition of any student organizations whose “Statement of Purpose” duplicates or strongly resembles each other.
A general club email address (i.e. Gmail, etc.)
A re-registration form that includes all required information

For a complete, detailed list of all requirements and policies, please refer to the Community Guidelines for Recognized Student Organizations

REGISTRATION PROCESS, & TIMELINE OF IMPORTANT DATES

Proposed Executive Board Updates, Constitution Review & Transition Document(s)

Process Opens: April 15th, 2024 at 9am

Process Closes: June 7th, 2024 at 9am

Organizations that wish to be recognized for the 2024-2025 academic year will need to submit their Proposed Fall Executive Board, Summer Contact, Updated Constitution & Transition Document(s) in the Re-Registration Step 1 form (linked below). Only 1 submission is required from each organization

24-25 Re-Registration Step 1

24-25 Fraternity and Sorority Life Re-Registration Step 1

Please Note: Groups that do not meet the June 7th submission deadline will be required to wait until the Late Re-Registration period outline below to complete the process. These groups will not be permitted to take part in the Involvement Fairs or function in any way prior to their approval
Exec Board Acknowledgement/Advisor Agreement Form, Brightspace Training & SBEngaged Opens

Process Opens: June 10th, 2024 at 9am

All Executive Board Members must fill out the Executive Board Acknowledgement Form. Students may not complete the form on behalf of others, and it must be completed by the 24-25 executive board. Non-executive board members should not complete this form. SEA will use this information to complete eligibility checks for all executive board members. The Executive Board Acknowledgement form will be sent to all executive board members of groups who completed Step 1 on June 10th.

Undergraduate Executive Board Acknowledgement Form

Graduate Executive Board Acknowledgement Form

F&S Executive Board Acknowledgement Form

Organizations that are required to have a Faculty/Staff Advisor will be sent the Advisor Agreement form. It is the group's responsibility to send the form to their Faculty staff advisors. Click here to see groups that are required to have a Faculty/Staff Advisor. NOTE: Groups who are not required, but still would like to have a faculty staff advisor are able to fill out the form as well.

*NEW THIS YEAR* All executive board members are required to complete an SEA Brightspace training course prior to moving on to Step 3. All executive board members of groups who completed Step 1 will be automatically enrolled in the BrightSpace course on June 10th

The SBEngaged Re-Registration form will open on June 10th. Any core executive board member can complete the form. The re-registration form should take no longer than 10 minutes to complete. Approvals will be done on a rolling basis, with the hope that forms will be approved within 2 weeks of submission.

Please Note: Only the person who submits the re-registration form will have access to make changes as the submission is linked to their account. Organizations must ensure whoever submits the re-registration will be responsive to emails from May - August. Failure to respond to emails or resubmit forms could result in the organization’s inability to be recognized for the 2024-2025 Academic Year.
Tiered 25Live Rollout & SBEngaged Approval

Process Opens: June 24th, 2024

Process Closes: August 30th, 2024

At this time your organization will be granted access to 25Live to request space for the upcoming year. Groups will receive 25Live based on their completion of Step 2. If the Executive Board Acknowledgement form, Brightspace training & SBEngaged Re-Registration form (initial submission) are all completed, groups will receive 25Live access on a rolling basis:

Tier 1: June 24th

Tier 2: July 8th

Tier 3: July 22nd, rolling basis moving forward

Completion and approval will allow groups the following privileges:
- Maintained access to 25Live. Organizations who have not successfully submitted the requirements in Step’s 1-3 by August 30th will lose access to 25Live, and existing reservations may be canceled.
- Inclusion in the 23-24 Involvement Fairs. Submissions must be made by August 16th to be eligible to table.
Please Note: Groups that do not complete Step 3 will be required to wait until the Late Re-Registration period outlined below to complete the process. These groups will not be permitted to take part in the Involvement Fairs or function in any way prior to their approval.

GENERAL INFORMATION & REMINDERS ABOUT THE REVIEW & APPROVAL PROCESS

If an organization feels there is a valid reason any or all of the above requirements cannot be met, please contact studentengagement@stonybrook.edu to schedule an appointment.

Registrations are reviewed on a rolling basis, however no registration will be fully approved until SEA can confirm all board members meet both GPA and conduct requirements. As such, no approvals will be given until after Fall 2024 grades are available.
Documents will be reviewed for accuracy, inclusion of all required information, as well as basic readability. Remember, these documents should be easily understood by those that are unfamiliar with your group, as they will be included on the organization’s SB Engaged page.
Staff members in SEA will review all submitted documents and provide clear notes for any documents that must be resubmitted. It is in a group’s best interest NOT to wait until the last day to submit your re-registration so there is plenty of time to make any necessary revisions and resubmissions.
Please be patient as we thoroughly review all components of each submission. You can contact us via email (studentengagement@stonybrook.edu) to check on your progress.

LATE RE-REGISTRATION PROCESS & TIMELINE

Process Opens: Monday, September 9th, 2024 at 12pm

Process Closes: Friday, September 27th, 2024 at 9am

We will be offering the opportunity for late registration to eligible organizations that wish to be active but did not meet the initial deadlines. Groups that participate in late registration will not be able to be active until after their registration has been approved. This means that these groups will not have the opportunity to be part of the Involvement Fairs, and may not have access to 25 Live & SBEngaged to request and host meetings and events until after their approval.

Organizations who are currently Inactive/Eligible to Re-Register will be able to take part in the Late Re-Registration process.
Any member of the core executive board will be able to complete the Re-Registration form on SB Engaged and submit it no later than September 27th, at 9am.
Organizations wishing to partake in the Late Re-Registration process must ensure they meet the requirements listed above in the "Requirements" section. Additionally, the below forms will be required as part of the Re-Registration process:

Late Re-Registration Eboard Member Form - Click Here (to be completed by the President, Vice President, Secretary, Treasurer)
Late Re-Registration Advisor Agreement Form - Click Here (to be completed by the intended Faculty/Staff advisor of the organization)

Please Note: If an organization feels there is a valid reason any or all of the above requirements cannot be met, please contact studentengagement@stonybrook.edu to schedule an appointment.

FAQ

The wrong email address was most likely provided during Step 1 of re-registration. If your club email address has changed, please inform SEA at studentengagement@stonybrook.edu immediately. Organizations that wish to change their email address or any other key details of their organization should fill out the Organization Update Form on SBEngaged.
All student leaders of organizations will have their GPA checked at the start of the fall semester. Suppose a student is unable to meet the minimum GPA requirement. In that case, they will no longer be eligible for the executive board position, and the organization will need to hold an election to fill their place. Any organization that fails to provide a replacement E-board member will no longer be considered eligible for Re-Registration.
Yes! However, members beyond the core 4 are not required to complete training in Step 2. If members of your organization are interested in completing training, please contact studentengagement@stonybrook.edu, and we will provide you with resources!
Comments on constitutional amendments can be found on SBEngaged with your submission denial. Likely, your organization is missing key components from the SEA model constitution. The approved model constitution can be found here.

When in doubt, contact studentengagement@stonybrook.edu; we will provide detailed instructions for edits.
Student organizations can participate in the Late Re-Registration process at the start of the Fall and Spring semesters. Organizations participating in Late Re-Registration will not be eligible for the Fall/Spring Involvement Fairs and will not receive 25Live access until they complete the process.
Student organizations that miss the deadline for Fall Re-Registration and Fall Late Re-Registration will need to wait until the start of the Spring semester to participate in the following Late Re-Registration Process. Student groups who miss the Spring Late Re-Registration process will need to wait until The end of the Spring semester to begin the following academic year’s Re-Registration process.