Table of Contents

what is the student organization recognition process?

Students have the opportunity to submit applications during designated periods in each semester. Provided these organizations meet and maintain the University’s requirements for recognition, the University is willing to provide them with certain benefits and privileges. The University’s recognition process and provision of benefits and privileges to a recognized student organization do not mean that the organization is a unit of the University or controlled by the University.

  • Becoming a Recognized Student Organization
    • The Student Government Association is the governing body of undergraduate students. As the governing body, they review and approve recognized student organizations. Students interested in creating a new organization are required to prepare a proposal which can be found on the Student Government Association’s (SGA) Engage page linked here. 
    • The recognized student organization period will be announced at the start of each Advent and Easter semester. During this time, undergraduate students who are interested in creating a recognized student organization will be able to apply to SGA for recognized status. The following items are needed to complete the proposal for a new organization:

      • Recruit an organization advisor, namely a faculty (active or emeriti), staff (full-time) member, or someone who has been previously approved by the Office of Student Involvement.

      • Draft an organization constitution/charter. A template can be found on the Student Government Association’s page. The charter should include:

        • The nature and mission of the organization

        • Membership requirements

          • Only undergraduate students at the University of the South are eligible to be a member of an organization.

        • Leadership roles and responsibilities (including faculty/staff advisor)

        • Process for removal of someone in a leadership position, removal of someone as a member of an organization, or holding a membership and/or filling a leadership vacancy

        • Organization operation (how often to meet, policy for a quorum in a voting situation, etc)

      • Once the above steps are completed, submit the above information through the Engage form provided on the Student Government Association’s page. Finally, the Student Government Association (SGA) should contact the organization leader via sga@sewanee.edu to officially present for recognized student organization status.

    • Once the application is completed, SGA will email to schedule a time to present for organizational recognition. Student organization proposals are evaluated by the Student Government Association according to the following criteria:

      • Compliance with University policies (Use of the University name and Trademark, Student Organization Handbook, EQB Guide, and the University’s hazing policy, etc.)

      • Clearly articulated objectives and goals of the proposed student organization.

      • Feasibility of funding the organization’s goals, projects, or publications.

      • At least ten undergraduate members. All officers and a majority of the members must be recognized undergraduates of the College of Arts and Sciences.

      • Demonstrated benefit to the members, campus, and/or wider community.

      • Organizations must maintain four members. This requirement can be waived by the Office of Student Involvement. 

    • Once approved, your organization will need to create an Engage page that will include all of the information that was provided in your initial application. The page and recommendation will then be reviewed by the Office of Student Involvement. 

    • Once an Engage page has been created, a newly recognized student organization will receive a $500 allocation to use in creating events and operating the organization. New recognized student organizations may also apply for mini-grants as well as AFC funding. 

    • Students and student organizations also are expected to abide by the designated University policies and by the regulations as described in the Student Organization Handbook and Code of Conduct. The University expects student organizations to comply with all applicable regulations. If the Dean of Students office or their designee, determines that a student organization has failed to do so, it may revoke the organization’s charter through the conduct process.

  • Note on Prospective Club Sports
    • The Club Sports Program at Sewanee provides opportunities for students to participate in a variety of sports and recreational activities. Since students develop and organize their clubs, they have the opportunity to demonstrate and develop their leadership and decision-making skills. Students organize each club under the Athletic Department at the University of the South.
    • A club sport is a student organization formed by individuals with a common interest in a sports activity and exists to promote and develop an interest in that particular sport. Clubs provide a learning experience for club members through involvement in organization, administration, scheduling, fundraising, public relations, and development of skills in their particular sport. Involvement by faculty advisors is essential. The success and strength of a club are directly proportional to the effective leadership and involvement of the club’s officers and members. Clubs will be considered active only after completing eligibility requirements established by the Athletic Department. 
    • The Club Sports Handbook contains policies and procedures that must be followed by any club affiliated with the University of the South, in addition to those in the Student Organization Handbook. It will serve as a guide for all club members and officers in managing their club.
  • Note on Prospective Fraternal Organizations
    • Fraternal organizations, called fraternities and sororities, serve as Greek-letter student organizations at Sewanee. Each fraternity and sorority consists of Sewanee undergraduate students organized for social, professional, academic, or extracurricular activities. These groups engage in membership selection, conduct ceremonies or rituals that are closed to non-members, and offer lifetime affiliation to their membership. Fraternities and sororities usually consist of single-sex membership. All recognized fraternities and sororities must be affiliated with one of the Greek governing councils at Sewanee and are subject to all policies and procedures of their affiliate council and Greek Life. Before affiliating with a governing council and Greek Life, the group must first become a recognized student organization by completing the proposal outlined in this handbook.
    • Students may join a fraternity or sorority by participating in the membership recruitment process. To participate in recruitment, a student must be a full-time undergraduate student in good standing with the university and complete the online recognition process. First-semester Sewanee undergraduate students are not eligible to participate in fraternity and sorority recruitment. Recruitment takes place each Advent and Easter semester. 
  • Note on Prospective Theme Houses
    • As a program that contributes to the goals and mission of the Office of Student Involvement and the Office of Residential Life; the thematic housing program is responsible for ensuring a flourishing residential experience for its house members and designing, advertising, and executing events that are inclusive, intentional, and entertaining. Each of these events follows a model created by the Office of Student Involvement and the Office of Residential Life to show a holistic view of the mission of each thematic house. The program further intends to educate the student body to become culturally minded and aware citizens.
    • Early spring semester, thematic housing directors send out applications for the upcoming year. The applications are based on the house's philosophy and programming. Applicants are selected based on their responses and room availability. After approval, each upcoming member will be added to the theme houses’ roster and sign a thematic housing contract.
    • In the early spring semester, when current theme houses are putting out applications for new residents, the Office of Student Involvement and the Office of Residential Life will form a thematic housing selection committee. Current and potential theme houses will send applications detailing their occupancy requirements, programming schedule, and overall thematic living philosophy. If selected, the approved or re-approved thematic house will be required to submit a finalized roster to the committee for assignment.

How do you Ask Someone To Be an advisor? 

Student organizations are required to have an advisor who is an employee of the University and they are encouraged to find an advisor who holds a personal interest or professional expertise that relates to the organization they are advising. This requirement serves to promote student/staff/faculty interactions and allows faculty and staff to stay connected to students’ extracurricular lives. The organization should consult regularly with the advisor regarding its activities.

Simply having your advisor(s) sign the annual agreement saying that they will serve as your advisor is not harnessing the contributions that they might offer your organization. It is important for student organizations to select advisors who will help the organization meet its goals and provide guidance along the way. Each year, student organizations should determine what role they might want their advisors to assume for the upcoming period and to have a conversation with their advisors about these expectations. Similarly, each advisor may have their expectations for the organization or for the role they are willing to play. It is a two-way street and both advisors and student organizations should ensure that they are well matched for one another and if not, to find a more appropriate fit. Your organization may select new advisors at any time. Please change your Engage page to reflect a new advisor. 

  • The role of the advisor includes:
    • Maintenance Functions
      • Providing continuity with the history and tradition of past years
      • To assist student leaders in building public relations
      • Providing advice when called upon
      • Helping students understand and abide by University rules
      • Providing guidance on conflict resolution within their organization for intra-group disputes
      • Off-campus advisors will need to update their contact information yearly with the Office of Student Involvement. 
    • Group Growth Functions
      • Teaching the techniques and responsibilities of being a good leader and follower
      • Coaching the officers in the principles of good organizational and administrative practice
      • Teaching the elements of effective group operation
      • Developing procedures and plans for actions
      • Keeping the group focused on its goals
      • Stimulating or even initiating activities and programs
    • Program Content Functions
      • Introducing new program ideas with an intellectual flavor
      • Providing opportunities for the practice of classroom-acquired skills
      • Helping the group to apply principles and concepts learned in the classroom
      • Pointing out new perspectives and directions to the group
      • Supplying expert knowledge and insights from experience
  • The following are questions that your organization may want to consider for selecting a faculty/staff advisor and that they may want to consider before serving as an advisor:
    • How much involvement is expected or needed?
    • How often does the organization meet and do you expect your advisor to be present for these meetings?
    • How many major activities does your organization execute each year?
    • How experienced are the officers of the organization?
    • What are some ways that your organization could use the advice of an advisor? Is there someone at the University who has a particular interest or experience in this area?
    • What skills would your proposed advisor bring to the organization? How do these skills match those of your organization?
    • Are there areas in which you need specific assistance from your advisor and/or are there areas that are hands-off for your advisor?
    • If you want your advisor to let you know when they believe you are making a mistake as an organization, how do you want them to express this concern?
  • Expectations Advisors Should Have of Student Leaders

    • Student organizations should be sensitive and limit expectations placed on advisors; however, at the same time, it is perfectly acceptable (and encouraged) that you involve your advisor in your activities. An advisor may be a hands-on director or simply a supportive resource, but the best balance lies somewhere between. Here are some possible expectations your advisors might have about working with your organization:

      • Give notices of meetings – You should always give notice of meetings to your advisors and try to include and invite their participation on a mutually agreed-upon level of involvement.

      • Develop relationships with officers – This will help communication flow easily and establish a base from which to work together.

      • Send invitations to events – Events are a great way to keep advisors informed. Try to give enough advance notice to allow advisors to plan to attend.

      • Consult on problems – advisors should be notified of problems. Their experience and knowledge could be invaluable in helping you to solve the issues productively and quickly.

      • Provide copies of minutes – advisors should regularly receive any document produced by your organization (e.g. minutes, agendas, etc.)

  • Expectations Student Organization Leadership Should Have of Advisors

    • Advisors should be familiar with the Student Organization Handbook and Engage to track organizational activities. In general, advisors are expected to:

      • Re-confirm their advisory capacity annually, during student organization re-recognition at the start of each spring semester, using Engage.

      • Provide support to student leaders on University policy and procedures

      • To consult with student organizations on effective budget management

      • Report concerns about hazing, harassment, discrimination, sexual misconduct, or any other University violation or concerning behavior. Reports can be made at http://www.sewanee.edu/student-life/dean-of-students-office/report-an-incident/

  • Organization Re-Recognition Period

    • Student organizations must update and verify their organization’s Engage page at the end of each Easter semester for a designated period. Updates information includes the following:

      • A current version of their constitution and bylaws

      • A complete list of officers and members demonstrating that the student organization meets the requirements listed below during the re-recognition process via Engage.

        • All officers and a majority of the members must be enrolled undergraduates with the College of Arts and Sciences.

        • There must be a minimum of four members in your organization. 

      • A signed commitment from your current advisor that they will continue to advise and support the student organization.

      • Acknowledgment of the University’s policies on hazing.

    • Should a student organization not meet the re-recognition deadline, fail to turn in any of the recognition documents, and/or not reconcile debts with outside vendors, then the student organization will be placed on frozen status. During the frozen status period, the student organization will be unable to reserve space on campus, advertise for events, use the University name, access their funds, and/or participate in the visiting program or activities fairs.

Engage management Training

The Office of Student Involvement regularly updates the Engage Management Training to teach student leaders how to use the tools available to them. The training will show you how to leverage these tools for your organization's success!

Calendar of important dates for student organizations

  • AFC Funding Period
    • The Activities Fee Committee (AFC) funding period is an annual event where student organizations, new and returning, can apply for organizational funds for the next year. This funding period occurs in the first half of the spring semester. 
  • Typical Periods for Leadership Changeover and Elections
    • Turning over leadership roles are essential to the longevity of student organizations. Each organization is different, but there are some normal periods when organizations begin to turn over responsibilities. Please see the periods below:
      • Late November - Early December
        • This is a good time if you would like your organization to have leadership be consistent throughout the Easter semester and the following Advent semester. 
      • Late February - Early March
        • Many theme houses begin their application process during this time as the theme house selection process begins in mid-March. 
      • Late March - Early April
        • This is a good time because many seniors are beginning to transition out of their current roles and begin preparing for graduation. 
  • Recommended Member Recruitment Periods
    • Recruiting new members is one of the most important tasks an organization faces. With the high rate of turnover in collegiate settings, an organization must continually update its membership roster to include fresh minds and ideas. recognized student organizations with the University can request a table at the campus-wide Student Activities Fair, held the first week of school every year. Effective organizational leaders spend time throughout the summer preparing for the Student Activities Fair, in addition to other recruitment activities beyond the activities fair.
    • It can often be useful for an organization to get in touch with a University department that parallels their interests (arts organizations with the Art Department, science research organizations with various science departments, and political organizations with the Politics Department). These formal departments are usually the first place new students will seek information about topics in which they are interested, so creating a partnership with the department can enable you to connect with students who already share a passion for your mission.