OBTAINING RECOGNITION ASA STUDENT CLUB/ORGANIZATION ON THE OSUIT CAMPUS
ToreceiverecognitionasanOSUITstudentclub/organization, your group mustcomplete the followingthree (3)steps:
1) Have an accepted Petition for Recognition Form on file in the Student Life
Office
2) Have an approved Constitution and By-Laws on filein theStudent LifeOffice
3) Havea current/updated club/organization Registration Form on filein theStudent
LifeOffice
PetitionforRecognition:
Tobecomearecognizedstudentclub/organizationontheOSUIT campus, representatives fromyour groupandthe intendedclubsponsor mustmeetwiththe Director of Student LifepriortobeginningtheprocessofpetitioningforrecognitionasanOSUITstudent club/organization.
PleaseNote: Only full-time facultyand staffmembers ofOSUIT
are eligibleto serveas a club/organizationsponsor.
Duringthegroupmeeting,theDirectorofStudentLifewillprovide the intendedsponsor withaPetitionforRecognitionFormanda suggestedoutline for a written Constitution andBy-laws. Withinthe Petitionfor RecognitionForm,the intendedsponsor must includethe followinginformation:
a) / Nameofgroupb) / Purposeofgroup
c) / Objectives ofgroup
d) / Stateifyourgroup / will / duplicate / the / function / of / any / existing
club/organization on campus
e)Stateiftheneedanddesireofstudentswillbesufficienttomaintainastrong organization(Fifteenormorechartermembersarerequired to forma club/organization and to remain active)
f)Signature of intended sponsor and intended sponsor’s department head or supervisoracknowledging thathe/sheisawareoftheresponsibilitiesand requirements of sponsoring a student club/organization on the OSUIT campus
Constitutionand By-Laws:
Oncethepetitionforrecognitionformhasbeenapprovedby theDirectorofStudentLife andtheDeanofStudentSupportandDevelopment,theintended sponsor and student groupmustsubmitawrittenconstitutionandby-lawstothe Directorof StudentLife for approval.Yourconstitutionandby-lawscanbe asformalor informalasyoulike. However,youmustfollowtherecommendedoutlinefor the constitutionandby-lawsof OSUITstudentclubs/organizations.Asspecifiedintheabovementionedoutline,you mustincludethenameofyourproposedstudentclub/organizationandthefollowing basics ofyourgroup’s operations:
a) Thepurposeofthegroup
b)Methods of electing/selectingofficers and members c)The roleoftheofficers
d) How goals will bemet (committees, funding, etc.)
f)Incorporateananti-discriminatoryclausewithinthemembershipsectionofyour group’s constitution
PleaseNote: Only currently enrolled students at OSUIT are eligible for clubmembership.
TheDirectorofStudentLifewillreviewforapprovalallconstitutionsandby-lawsthat aresubmittedbyOSUITstudentclubs/organizationsandstudentgroupspetitioningfor recognitionasastudentclub/organization.OnceapprovedbytheDirectorofStudent Life, final approval will berequested from theExecutiveVice-President ofStudent AffairsandEnrollmentManagement.TheDirectorofStudentLifewillnotify the club/organizationsponsor,inwriting,astothe statusof his/her group’sconstitutionand by-laws.Inaddition,OSUITstudentclubs/organizationsarerequiredtoupdate/revise theirconstitutionandby-lawsaschangesoccur.AllOSUITstudentclubs/organizations arerequiredtokeepanupdatedconstitutionandby-lawsonfileintheStudentLife Office.
Registration:
Allstudentclubs/organizationsonthe OSUITcampusare requiredtoregister withthe StudentLife Office. Clubs/organizationsmustsubmita completed RegistrationFormto theStudentLifeOfficeatthebeginningofeachfallsemester,andsubmita revised RegistrationFormany timethroughouttheyearthereisachangeinthestatusofthe group’s officers orsponsorship.
Registrationentitlesyourclub/organizationtocertainprivileges,assiststhe Student Life Officeinitsadvisoryresponsibilitiestoyourclub/organization,providesresourcesand neededinformation,andfurnishespotentialnewmemberswitha pointof contacttoyour club/organization.
Privileges granted to registered student clubs/organizations arethe following:
1)Within limits, useoftheOSUIT namein connection withclub/organization sponsored programs and activities
2)Scheduling availableuniversity-owned areas and/or facilities for club/organization meetings and sponsored activities
3)Promotionofyourclub/organizationanditsofficersin campus publications where other recognized clubs/organizations arelisted
4) Announcement of club/organization sponsored programs and activities in the
OSUIT Bulletin
5)Recruitmentofmembersduringenrollmentalongwithotherrecognizedcampus clubs/organizations
6)Request fundingfrom thestudent fee allocation committee after existingas an activeOSUIT student club/organization foraperiod ofone (1)year.
7)List club/organization information on OSUIT student club/organization directories, located in CovelleHall and theStudent Union.
Toregisteryourclub/organizationorupdate/reviseanexisting registration form, pick-up andcompleteastudentclub/organizationregistrationformatthe StudentLife Office located at theSouth end ofCovelleHall.
OSUINSTITUTE OF TECHNOLOGY
Petition forRecognition as an OSUIT StudentClub/Organization
We hereby petition OSUIT for permission to begin organizational procedure for inaccordance with procedures
establishedfornew student clubs/organizations.
Forming a New Student Club/Organization:
OSUITsponsorsanactivity inwhichanumberofclubs/organizationsofdifferenttypes aremaintainedforstudentparticipation. Itistheobjectiveofthisinstitutiontoprovide an activitysuited to theneeds of everystudent on campus.
All student clubs/organizations are responsible directly to the university and are organizedandexistonly withwrittenpermissionoftheadministrationthroughthe DirectorofStudentLife. Theleadersproposingthenewclub/organizationmustconfer withtheDirectorofStudentLifeandreceiveadministrativeapprovalbeforeanyactionis taken orstudents contacted on campus. The followingcriteriawill determine approval.
1.Will thepurposes and objectives ofthe club/organization be compatiblewith and contributeto theobjectives ofOSUIT?
A)Purpose:
B)Objectives:
2.Will the function of anyexistingclub/organization beduplicated?
Yes ()No ()
3.Will the need and desire of students be sufficient to maintain a strong organization?
(Fifteen ormore chartermembers are required to form a club/organization and to remain active)
Yes ()No ()
Sponsorship:
Ihavebeen contacted regardingthesponsorship of:
NameofClub/Organization
Thefunctionandoperationoftheclub/organizationhasbeenexplainedtome inthat: the dutiesofsponsorsshallbethoseofanadvisorycapacity. They shallprovideguidanceto theoperationoftheclub/organizationandshallestablishandmaintaingoodrelations withtheadministrationofOSUIT. Inviewofthis,Iunderstandmyresponsibilitiesand obligations to the club/organization and to OSUIT.
ItiswithconsiderationoftheabovementionedthatIagreetoserveassponsorfor
.
NameofClub/Organization
SignatureofSponsorDate
SignatureofCo-SponsorDate
SignatureofDept. Head orDate
Supervisor
Director, Student LifeDate
VP– Student ServicesDate
OKLAHOMA STATE UNIVERSITY-INSTITUTE OF TECHNOLOGY
Outline forStudentClub/Organization
Constitution andBy-Laws
This outlineis asuggestion that maybe adapted (enlarged ordeleted)to fit yourneeds.
Constitution
ArticleI Name:Thenameofthis organization shall be
ArticleII
Purpose:Thepurposeofthis organization shall beto promote..., to provide..., and to assist
Comment:This articleshould providea concisestatement ofthe purpose and/orobjectives oftheorganization.
ArticleIII
Officers: / Section1. Comment: / Theofficers ofthis organization shall be...Normally, an organization will haveapresident, vice-
president(s),secretary,andtreasurer. Othertitles,however,
maybemore appropriate foryourorganization.
Section2. / Thequalifications forofficers in this organization shall be...
Comment: / To be an officerin astudent club/organization, amember
should bein good standingin theorganization, a full-time student at OSUIT and have at least a 2.0 grade point average. The minimum grade point average may be
establishedat ahigherlevel ifthat is more appropriate.
Section3.Club/Organization Sponsor
Comment: Thissectionshouldstipulatesuchinformationastohow theclub/organizationsponsoristobeselectedandthe area fromwhichthesponsor istobe selected,if suchis appropriate. Alsoincludedshouldbe the dutiesofthe sponsor, such as meeting with and advising the organization,signing vouchers,andotherdutiesasare appropriateforthegroup. The club/organizationsponsor mustbea full-timefaculty orstaffmemberat
OSUITandmusthave theapproval ofhis/her
departmentheadorsupervisor.
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Section4.Otherorganization officers and committeemembers.
Comment:This section should include anyothermaterial which relates to otherofficers and/or committee chairpersons, such as
their responsibilities, method of selection and term of office.
ArticleIV
Membership:Activemembership ofthis organization shall beopen to all...
Comment:This articleshould delineatethosepersons who would be eligible formembership, such as gradepoint average, major subject or field ofinterest, experienceorskill, and other requirements. OSUIT does not permit the
exclusion ofmembership to anyperson on thebasis of race,creed,color,nationaloriginor sex. Some organizations utilizetheterm“ingoodstanding” toindicate membership status. Ifsuchisthecase,itisnecessarytodefinewhat constitutesamemberbeing in“goodstanding”withthe organization.
ArticleV
Motions:All motions, with the exception ofthose amendingthe constitution or
by-laws, must bemade, seconded, and haveamajorityvoteofthequorum to be enacted ... (suggested)
ArticleVI
Amendments:The constitution and by-laws maybe amended at anybusiness meetingby avoteof2/3 ofthequorum, provided the amendment shall havebeen presented and read at theprevious business meeting... (suggested) Comment: This section should includethemethod wherebythe
constitutionand by-laws maybe amended, through
addition, deletion, or revision. It should indicatethe method bywhich amendments maybesubmitted, special timeprovisions forvoting(if any), and thepercentage
ornumbernecessaryforpassage. All constitutional changes must besubmitted to theStudent LifeOffice for approval bytheDirectorofStudent Life and theDean of Student Support and Development.
Quorum:A quorum consists of1/3, 1/2, or3/4 ofthe activemembership... (suggested)
Comments:Usually, aquorum will be established as apercentageofthe total membership although this is not anecessity. An organization should consideramethod wherebyasufficient numbers ofmembers arepresent at meetings to conduct business whilenot allowingthegroup to be run byasmall numberofindividuals.
By-Laws
ArticleI
ElectionofOfficersshallbeelectedfromactivemembersonly.Nominationsfor
Officers:officers shall bemade at the regularmeetingin . Nominations can bemade from the floor. Elections shall bebyballot in the regular
meetings unless onlyonenomineeis proposed for an office, in such a case, avotemaybetaken byacclamation. New officers shall take office at the end ofthe regular meeting.
Comment:This section shall include all relevant information about elections: when and how often elections will beheld (annuallyorsemi-annually, timeoftheyear, etc.). Also included shall bethemethod wherebyvacancies will be filled.
ArticleII
TermofTheterm ofoffice for all officers shall be foraperiod of year
Office:(orsemester)
ArticleIII
Impeachment:Anyofficermaybeimpeached bya2/3 voteof all activemembers... (suggested)
Comment: Organizations which find it necessaryto citeprocedures for the removal of anymemberorofficial should exercisegreat carein draftingsuch procedures to insurethat themember’s right to dueprocess and appeal areprotected.
Duties ofThepresident shall bethepresidingofficer at all meetings. He/sheshall
Officers:not haveavote except in the event ofatievote. He/sheshall co-sign all checks and disbursements oftheorganization’s funds. Thepresident may appoint otherstandingand special committees that arenecessary. The
vice-presidentshallperformthedutiesofthepresidentintheabsenceof thepresident, and...
Thesecretaryshall keep the records and minutes oftheorganization ... Thetreasurershall be custodian of all theorganization’s funds received
from dues and othersources, and present a financial report at each regular
meeting. He/sheshall disbursetheorganization’s funds onlyunderthe direction ofthemembership. Thesedisbursements shall bemadeby requestingsaid funds with the co-signatureofthesponsor and president. Comment: This section should specificallyenumerate each officeof
theorganization and theduties oftheoffice.
ArticleV
Meetings:Regularmeetings shall beheld the week of each month at a time and placeto bedesignated by...
ArticleVI
Dues:Thedues ofthis organization shall be dollarperyear.
Comment:This articleshould includethedetails as to the amount of dues, how and when theyshall bepaid, delinquencies, penaltiesfornon-payment, reinstatement procedures and method to expend moneys. No organization is required to chargedues.
ArticleVII
Robert’s Rules All meetings will be conducted in accordancewith Robert’s Rules of
ofOrder:Order.
ArticleVIII
Special Rules: Otherspecial rules that pertain to yourorganization’s needs ...
Reports to theStudent LifeOffice:
Section1.At thebeginningof each fall semesterOSUIT
studentclubs/organizations shall submit acompleted student club/organization registration form to theStudent LifeOffice. Included in the registration form will bethe names and titles ofyourorganization’s officersand sponsor.
Comment:In orderto assurethat organizational records arekept current,changesinofficersand/orsponsorshipwhichoccur duringtheyearmust be reported to theStudent LifeOffice bysubmittinga revised registration form.
Section2.The funds of all recognized OSUIT student clubs/organizations must bekept on deposit with the OSUIT Business Office. All student club/organization
accounts will be audited yearly, preferablyat thetimeanew treasureris installed.
Section3.It is understood that failureto submit such materials, either through continued negligenceorwillful omission, may result in thesuspension ofthe charterof an organization by theDirectorofStudent Life and theOSUIT
administration.
OSUINSTITUTE OF TECHNOLOGY STUDENTCLUB/ORGANIZATION REGISTRATIONFORM
NameofClub/Organization Date
Meetings: Location Day Time
Officers: President E-mail Phone
Vice-President E-mail Phone
Secretary E-mail Phone
Treasurer E-mail Phone
Sponsor: Name Department
Position E-mail Phone
Funds:List all funds on deposit with theOSUIT Business Office
Fees
Dues
Other
Total
Eligibility Requirements For Members:
PurposeofClub/Organization:
List ofMembers
Name:
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ToaccommodatelargerOSUITstudent clubs/organizations, please make additional copies ofthelistof members.
Toremainactiveandretainthe privilegesentitledtorecognizedstudent clubs/organizations, this registration form must be completed and submitted to the StudentLifeOfficebyallOSUITstudent clubs/organizations at thebeginningof each fall semester. Inaddition, the registrationformmustbe completedandsubmittedtothe StudentLifeOfficewhenthereisachangeinstatusof club/organizationofficersor sponsorship,andwhena studentgrouphassubmitteda petitionforrecognitionanda constitutionandby-lawsrequesting permissiontoberecognizedasastudent club/organization on theOSUIT campus.
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