Office for Student Engagement

NEW STUDENT

ORGRANIZATION

RECOGNITION PACKET

Office for Student Engagement

Application for

New Student Organization Recognition

Name of Organization: ______Contact Person: ______

Address: ______Telephone #: ______

Type of Organization

(Please Check One)

____ Social Fraternity____ Social Sorority ____ Service

____ Religious____ Honors____ Departmental

____ Special Interest____ Councils____ Sports

____ Subsidiary____ Other

Purpose/Statement of the Organization:

Please Check One:

_____ National____ Local

If Local, will you seek National Affiliation?: ______

List National Address, if Applicable: ______

Proposed Advisor(Required)

Name: ______Telephone/Campus: ______Home: ______

Address: ______E-Mail Address: ______

Discrimination Clause:

Name of Organization: ______does not select nor restrict its membership on the basis of race, color, national origin, or disability.

Signature of the President: ______Date: ______

Please Do Not Write Below This Line ______

Office Use Only

Packet was received in the Office for Student Engagement: ______

Date

Reviewed in the Office for Student Engagement: ______

Person Reviewing

Director of the Office for Student Engagement: ______

CHECKLIST FOR

NEW STUDENT ORGANIZATION

RECOGNITION INFORMATION

______

Name of Organization

SEMESTER:______YEAR:______

To be recognized and receive all of the privileges of a registered student organization,

the organization must submit the following information to the Office for Student Engagement, Room 123 of Mims Hall.

1. Application ______

1. Officers Roster/Information ______

(Officer’s Must Sign for Grade Release Purposes)

1. Membership Roster ______

(Minimum requirement of 10 SLU students)

1. Proposed Constitution and By-Laws ______

(Please do not fill in blanks on “Model Constitution” enclosed)

1. Two Letters of Recommendation ______

(From Faculty, Staff Member and/or Administration)

1. Faculty Advisor Information (Must Have) ______

1. Membership Information ______

1. Bank Account Information ______

1. Hazing Policy______

1. Policies and Procedures Compliance Form______

For Office Use Only:

Received By: ______

Date Entered into People/Soft: ______

NEWSTUDENT ORGANIZATION OFFICERS ROSTER

(If Applicable)

SEMESTER: YEAR:______

ORGANIZATION NAME: ______

ADDRESS:______

CITY/STATE/ZIP:______

PHONE NUMBER:______E-MAILADDRESS:______

OFFICERS

PRESIDENT: Univ. I.D. ______

SCHOOL ADDRESS:______

CITY/STATE/ZIP: ______

PERMANENT ADDRESS: ______

CITY/STATE/ZIP: ______

PHONE NUMBER: E-MAILADDRESS:______

President’s Signature (For Grade Release Purposes Only): ______

Office Use Only/Grade Check: CUM GPA: ______SEM GPA: HRS. ENROLLED IN:______

VICE PRESIDENT: ______Univ. I.D. # ______

SCHOOL ADDRESS:______

CITY/STATE/ZIP: ______

PERMANENT ADDRESS: ______

CITY/STATE/ZIP: ______

PHONE NUMBER: E-MAILADDRESS: ______

Vice President’s Signature (For Grade Release Purposes Only):______

Office Use Only/Grade Check: CUMGPA: SEM GPA: HRS. ENROLLED IN:______

SECRETARY: Univ. I.D. #______

SCHOOLADDRESS:______

CITY/STATE/ZIP:______

OFFICERS’ ROSTER (Cont.d)

PERMANENT ADDRESS: ______

CITY/STATE/ZIP: ______

PHONE NUMBER: E-MAILADDRESS:______

Secretary’s Signature (For Grade Release Purposes Only): ______

Office Use Only/Grade Check: CUM GPA: SEM GPA: HRS. ENROLLED IN:______

TREASURER: Univ. I.D. # ______

SCHOOL ADDRESS:______

CITY/STATE/ZIP: ______

PERMANENT ADDRESS: ______

CITY/STATE/ZIP: ______

PHONE NUMBER: E-MAIL ADDRESS:______

Treasurer’s Signature (For Grade Release Purposes only):______

Office Use Only/Grade Check: CUM GPA: SEM GPA: HRS. ENROLLED IN: ______

OTHER OFFICERS/BOARD MEMBERS:______Univ. I.D. # ______

SCHOOL ADDRESS:______

CITY/STATE/ZIP: ______

PERMANENT ADDRESS: ______

CITY/STATE/ZIP: ______

PHONE NUMBER: E-MAIL ADDRESS:______

Board Member’s Signature (For Grade Release Purposes Only): ______

Office Use Only/Grade Check: CUMGPA: SEM GPA: HRS. ENROLLED IN:______

**Please Note: After each officer’s information on this form is a place for the officer to sign. This grants permission to the Office for Student Engagement to check grades for the officers and hours enrolled. As noted in the Policies and Procedures book for student organizations at Southeastern, a student (officers only) must have a minimum 2.5 cum G.P.A. and previous semester G.P.A. of 2.5 for Spring 2013 and be enrolled in 12 hours (full-time status) or more to be an officer.

______

FOR OFFICE USE ONLY:

GRADES/HOURS CHECKED BY: DATE: ______

DATE ENTERED IN PEOPLE/SOFT: ______

ORGANIZATION ROSTER OF MEMBERS

Name of Organization: ______Semester/Year:______

1. Submit to the Student Organizations/Greek Life Office

2. List FULL name, ALPHABETICALLY, last name first.

3. Indicate classification of members by “F”, “S”, “J”, and “Sr.” in column labeled “Class”

Name Univ.I.D.# E-Mail Address Class

Last, First, Middle Initial (SLU Address Only)

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.

I CERTIFY ROSTER IS CORRECT: ______Signature ofPresident

SAMPLE CONSTITUTION

** Please Note: Use this as an example for your organization’s constitution.

Do not fill in the blanks.

Constitution for: ______

(Name of Organization)

ARTICLE I Name

The name of this organization shall be ______

______

ARTICLE IIPurpose

The purpose of this organization shall be (state your organization’s goals and objectives in general terms) ______

______

______

ARTICLE IIIMembership

Section 1:Membership shall be open to ______

______

Section 2:Active members shall be ______
______

Section 3:Associate members shall ______

______

Section 4:Statement on dues (if applicable)______

______

ARTICLE IVOfficers

Section 1: Only active members shall be eligible for office within the organization

Section 2: The terms of office for all elected officials shall be two (2 consecutive semesters beginning on commencement day and ending on commencement day of the following year

Section 3: The title of the elected officials shall be: president, vice president, secretary and treasurer. (Names of other officers desired may be added)

Section 4: The duties of the elected officials shall:

1. President:

1. Shall preside over all meetings

2. Shall set the date for the next meeting when the normal schedule conflicts within the school schedule

3. Shall appoint members to chair committees, such as publicity, field trips, organizations, guest speakers

1. Shall cast the deciding vote if there is a tie in

normal voting procedure

1. Vice President:

1. Shall preside over all meetings in the absence of the President

1. Shall act as advisor to all committees
2. Shall have the right to vote except when acting

as president

1. Secretary:

1. Shall preside over all meetings in the absence of the President and Vice President

1. Shall have the right to vote except when acting

as president

3. Shall keep accurate minutes of all meetings and shall keep all necessary records and maintain them

1. Shall be responsible for presenting a copy of all

minutes to all members and the Faculty Advisor

1. Shall handle all club correspondence
2. Shall keep a list of all active members

1. Treasurer:

1. Shall preside over all meetings in the absence of President, Vice President and Secretary

2. Shall have the right to vote except when acting as President

3. Shall be in charge of all club/ organization finances

4. Shall keep an accurate account of all finances and shall give a report at every meeting

Section 5: Election of Officers

1. Active members only shall be nominated for office
2. To be eligible to seek or hold office, a student must be enrolled for 12 semester hours or more (or be certified a full-time student if a graduate student), have an overall average of 2.3 CUM GPA and 2.5 previous semester GPA or if a first semester freshman, elected to an office in a student organization, attain a 2.3 or better CUM GPA average at SLU in order to continue to hold office
3. To be elected, it is necessary for a member to be nominated, and thereupon receive majority approval of those members present and voting
4. The dates of election shall be set by the current slate of officers
5. All voting will be by secret ballot
6. A member may be nominated to ______positions (number dependent upon nature and size of group) but may only hold one position by election
7. If there are any office vacancies during the year with exception of President, new elections shall be held at the next publicized meeting to fill the position. In the case of Presidency, the Vice President will succeed and an election will be held for the position of Vice President

ARTICLE VFaculty Advisor

Section 1:Shall be a member of the faculty or staff and shall serve in an advisory capacity to the organization

ARTICLE VIQuorum, Meetings and Voting

Section 1: A quorum shall consist of at least one officer and a percentage of the active membership. (The percentage should be dependent upon the size and nature of the group

Section 2: Meetings will be held ______(How often?)

Section 3: Emergency meetings will be called when deemed necessary, by a majority of the officers

Section 4: A simple majority of those present and voting is required to pass a proposal

Section 5: All meetings shall be governed by Roberts Rules of Order

ARTICLE VIIFinancial Structure

Section 1:Statement on dues and/or membership fees

ARTICLE VIIIImpeachment

Section 1: An officer may be removed from his or her position due to negligence of duty, inefficiency in office or any other action which is considered detrimental to the name or purpose of the organization. An officer may be removed from office by a two-thirds vote of the active membership, present and voting, at a meting of the organization

ARTICLE IXAmendments

Section 1: Amendments must be submitted in writing at meeting prior to the vote

Section 2:A two-thirds vote is required

ARTICLE XBy-Laws

Section 1: All such laws and amendments shall be tabled for a period of at least one week to permit official notice of the proposal

Section 2: A two-thirds vote is required

ORGANIZATION ADVISOR

A requirement of a recognized Student Organization at SoutheasternLouisianaUniversity is that of an Advisor. The Advisor plays an important role in the overall success of the Student Organization program. The role and responsibilities are varied as noted in the Student Organizations/Greek Life Policies and Procedures booklet (on the Southeastern website).

Please fill in the form below for your Organization’s Advisor (this form is required/must have for all Student Organizations).

Name:______

Address: ______

(Number, Street, City, State, Zip)

Work Address:______ (Number, Street, City, State, Zip)

Home Phone #: ______Work Phone______

(Area Code and Number) (Area Code and Number)

Cell Phone # (If Available)______

E-Mail Address (or addresses?):______

I, ______, verify that I am the active

(First and Last Name)

Faculty Advisor for ______Organization for

the Fall 2012/Spring 2013 academic year.

I understand that I am the contact person responsible for working with the organization named above at SoutheasternLouisianaUniversity.

______

(Signature of Advisor)(Date)

**Please note: The information provided will be kept on file in records located in the Office for Student Engagement. Access to this information will be allowed to the Office for Student Engagement staff ONLY and will be kept in strictest confidence.

Role of an Advisor

1. Remain informed concerning the purposes and programs of the organization, and provide advice on the planning and implementation of events and activities.
2. Be aware of all University policies and procedures regarding student organizations.
3. Meet with members, inter/national visitors, alumni advisors, Office for Student Engagement staff, etc. as necessary.
4. Assist in the promotion of scholarship.
5. Meet confidentially with members upon request.
6. Attend organizational meetings upon request.
7. Meet with the chapter officers to establish mutual understanding and expectations.
8. Advise the organization in the election and transition/training of officers.
9. Evaluate projects, performance, and progress; serve as a resource and provide feedback to the officers of the organization.
10. Represent the organization and its interests to other faculty and staff.
11. Serve as the most consistent link with the past and provide an historical perspective to assist the current leadership in accomplishing goals.
12. Approve activities of the organization through the Registration of Activities process.
13. Contact Office for Student Engagement if unsure of how to handle a situation.
14. Contact Office for Student Engagement if the chapter could benefit from special guidance or programming.
15. Be present at ALL social functions of the organization per the university policies and procedures.

I, ______, have read and understand all of the items listed above.

______

SignatureDate

Membership Information

Organization Name: ______

Requirements for Membership: ______

______

______

______

Meeting Info (When, Where, Time, etc.): ______

______

______

Amount of Dues: ______

Description of Organization: ______

______

______

______

This is information that will be placed on the Southeastern website under

Student Organizations.

Office for Student Engagement

MEMO:

DATE:June 01, 2013

TO:Presidents of Student Organizations

FROM:Office for Student Engagement

RE:Student Organization Bank Accounts

To be in compliance with the Louisiana’s Attorney General’s Opinion 94-167, the SLU Controller’s Office must have a listing of all student organizations’ bank accounts whose faculty/staff advisor is responsible and/or has any control over the receipt, deposit, and/or expenditures of an organization’s funds.

Please fill in the information requested below and submit information along with your registration packet.

______

ORGANIZATION NAME:______

TYPE OF ACCOUNT: ______ACCOUNT NUMBER: ____________

BANK AT WHICH FUNDS ARE DEPOSITED:______

1. SIGNATURE AUTHORITY: ______

Title: ______Date:______

1. SIGNATURE AUTHORITY: ______

Title: ______Date:______

* SLU 10483 * SU Room 203 * Phone: 985-549-2120 * FAX: 985-549-3946

STUDENT ORGANIZATIONS

MEMO:

DATE:June 01, 2013

TO:All Student Organization Presidents

FROM: Jim McHodgkins

Assistant Vice President for Student Affairs

RE:Student Organizations Social Functions/Alcohol Policy

All organizations are required to register their social functions. The registration form is located on the Assistant Vice President for Student Affairs website. In addition, if alcohol will be present, all organizations are required to have their officers meet with the Assistant Vice President for Student Affairs (Room 112 in Mims Hall, 549-3792) prior to final approval of these events. Any organization that fails to adhere to the above mentioned criteria will be denied social functions as well as those involving alcohol and may also face Code of Student Conduct Violations. (For additional information, please refer to the SLU Student Handbook.)

All student organizations are reminded that it is illegal for anyone under 21 years of age to use, consume, possess and/or purchase alcoholic beverages.. Alcoholic beverage is defined as any beverage containing ½ or 1% or more alcohol by volume.

If you have any questions in regard to this policy, please refer to the SLU Student Organizations Policies and Procedures booklet on the website or contact Mr. Jim McHodgkins, Assistant Vice President for Student Affairs, Room 112 in Mims Hall, 549-3792.

* SLU 10483 * Mims Hall Rm 123* Phone: 985-549-2120 * FAX: 985-549-3946

HAZING POLICY:

SoutheasternLouisianaUniversity does not tolerate the physical, mental or psychological abuse of any individual or individuals. Any group suspected of participating in such hazing abuse will be fully investigated and, if found guilty, action will be taken against the organization. Individuals within a group found guilty of hazing may face suspension or expulsion from the University.

The University will not tolerate retaliation by any individual (whether or not that person was directly involved in the original incident) against any faculty, staff or student who reports, participates in an investigation of or is a complainant in a disciplinary proceeding involving the allegation of hazing. Claims of retaliation will be investigated as a breach of the University’s hazing policy and may result in University sanctions.

The University adheres to the University of Louisiana System’s policy on hazing, Section XXIV, and the Fraternity Executive Association’s statement on hazing (also referred to herein as the Association and/or FEA definition of an statement on hazing).

For additional information, please refer to the SLU Student Handbook or the SLU Student Organizations Policies and Procedures booklet at selu.edu/admin/stu_orgs/assets/student_organizations.

I have read and understand the Southeastern Louisiana University Alcohol and Hazing policies and have distributed the information to the members of:

______

Name of Organization

I have also received a copy of the most up to date Student Organizations/Greek Life Policy and Procedures booklet and understand that the “student organization” is responsible for complying with all of the policies and procedures listed therein.

______

Signature of President Date

All information contained in the packet must be submitted to the for Student Engagement, Room 123 Mims Hall, Southeastern
LouisianaUniversity to begin the recognition process.

Office for Student Engagement

Greek Life – Leadership Development –

Student Government Association – Student Organizations

(Please print names)

We, ______

President’s name

and ______

Officer’s name

of ______

Name of Organization

Hereby affirm to SoutheasternLouisianaUniversity that the

organization, represented by our signatures, does comply with the

Student Organization and Greek Life Policies and Procedure

Handbook.

In order to insure that all Chapter/Organization members are aware of the requirements outlined in this handbook, we affirm that:

* All members have been informed, in writing, of the requirements

outlined in these policies

* These policies are reviewed each Spring and Fall semesters with

all members

President’s Signature ______Date: ______

Officer’s Signature ______Date: ______

This form must be submitted with the Student Organization recognition packet for

the Fall Semester. The organization will not be recognized until all forms are completed

and submitted to the Office for Student Engagement.