Probationary StatusNew Club Orientation Program
In order to provide newly recognized clubs with the proper training and education, the Student Activities Office has created a New Club Orientation Program for undergraduate clubs. All clubs are required to complete the orientation program within the first two full months of the academic calendar after the club was recognized. For the Academic Year 2016-2017, contact your Activities Liaison in the SAO, Mia James, with any questions.
Meet with Club Advisor.
- Discuss the role of the advisor.
- Complete and review The Role of the Advisor activity to Student Activities (can be found in The Source).
Meet with "Related Area" Office(s) (i.e. RecSports, CSC, MSPS).
- Review recognition stipulations.
- Review services/support offered by the office.
Meet with respective Club Coordination Council (CCC) Division Chair, located in 314 LaFortune Student Center.
- Review the role of the CCC.
- Review the composition of the division.
Meet with Bookkeeper in Student Union Treasurer's Office, located in 314 LaFortune Student Center.
- Receive account number.
- Review standard accounting procedures.
- Receive printout of account balance.
New Club Probation Terms
Upon approval from the Student Activities Office and Club Coordination Council, (CCC) undergraduate clubs will enter into a one-year probationary period from when they are approved to approximately a year later (actual timeline will be communicated by the CCC once approved). Graduate clubs will also be probationary for their first year, but will not undergo the following guidelines.
Clubs will:
- Be eligible to receive up to $300 in their initial allocation request.
- Be eligible to appeal once to the CCC Contingency fund (limit of $500.00 request)
- Be eligible make an unlimited number of appeals to the CCC Collaboration and SG Collaboration funds.
- Have a mailbox in the CRC.
- Be listed on the official SAO list of clubs.
Clubs will have the ability to:
- Reserve rooms for meetings or events.
- Have posters approved for posting.
- Have NetID space (email and website).
- Have a table at Activities Night.
Clubs must:
_____ Allocation Process
- Participate in the allocation process (including CCC budget trainings, budget submission, interview, etc.). The maximum allocation will be $300; clubs will not be eligible for LaFortune space allocation or a Concession Stand during the probationary year.
- Participate in the spending review process outlined by the CCC.
_____ Events & Event Reviews
- Plan, organize and host three events (at least one open to campus).
- Submit event reviews to the proper CCC Division when requested. The CCC may provide feedback and suggestions to facilitate the success of future club events.
_____ Club Reports
- Send club reports to the proper CCC Division when requested.
_____ Club Information Meetings
- Attend all Club Information Meetings; however, only those who are members in fully fledged clubs are eligible for CCC positions. Probationary club members may run for a CCC position if they also belong to a fully fledged club.
_____ Alternative Funding
- Contact any related departments or offices on campus to inquire about alternative sources of funding.
_____ Fundraising
- Have at least one fundraiser.
_____ Dues
- Collect dues (with the exception of Social Service clubs).
_____ Guidelines
- Become familiar with and follow CCC Division Guidelines.
_____ Meet all SAO and CCC deadlines to maintain eligibility status.
Final Review
At the conclusion of the probationary year, each club will go through a final review process for determination of status.
1. Clubs must:
- Have met all requirements above or have valid explanation, if a requirement is not met.
- Reevaluate club bylaws/constitution and send a copy to the SAO.
- Remain in good standing according to University and SAO policies.
- Have officers in order for the following year (and execute a good transition).
- Appeal for full club status to their CCC Division.
- Meet with the SAO Student Programs Coordinator.
2. The CCC will review club status and decide on one of the following options:
- Full club status.
- Probation for another year.
- Clubs will remain eligible for funding, but with the same restrictions as described above.
- Combine with existing club (purpose can be fulfilled by an existing club/organization).
- Deny club recognition.
3. Final Decision by CCC (if approved, the club will be eligible to apply for any funds from CCC).
4. Club is notified of decision.
5. If denied club status by the CCC, clubs may appeal the decision to the chair of the CCC division under which they were reviewed.
Questions regarding the new club orientation program should be directed to the Student Activities Office.
