Steps for Student Organization Recognition of Undergraduate/Joint Groups

--------------------------------------------------------------------------------------------------------------------------------------

Student organization presidents are required to create a CollegiateLink account (if they do not already have one) to manage the recognition process for their organization.  CollegiateLink allows officers to better manage membership lists, organization records, receive communication from OCA, etc.  ONLY presidents are permitted to complete the recognition form.

With 300+ student organizations at various stages of recognition, the process can take approximately three (3) weeks.  The recognition cycle will be open from Monday, July 9 to Friday, November 9, 2012 at 5:00pm.  For pre-existing groups, recognition does expire and needs to be renewed every year.  The steps in the recognition process are as follows:

The recognition process primarily consists of:

     □  Complete the online student organization recognition form via CollegiateLink
           (President’s ONLY!)
     □  Submit a constitution/bylaws, containing all required elements, online via CollegiateLink
     □  Select a full-time faculty/staff advisor
               •  Advisor will be required to submit a CollegiateLink form confirming their role
     □  Complete Student Organization Orientation Training (SOOT)
               •  Undergraduate and joint clubs must have the President, Vice President (or second-in
                  command designee), and Treasurer watch a SOOT training presentation and take the
                  CollegiateLink quiz
     □  Upload a current roster in CollegiateLink
     □  Identify President, Vice President (or second-in-command designee), and Treasurer in
           CollegiateLink
     □  Update and maintain the organization CollegiateLink page with logo/photo

The Steps:

1. Log-in to DrexelOne using your Drexel user-ID and password (http://one.drexel.edu).

2. Click on the “Drexel” tab on the header bar and then “CollegiateLink”, located in the left-hand channel labeled “Campus Involvement”.

3. You will be redirected to the Drexel CollegiateLink website.  Click the “Organizations” tab on the Drexel University header bar and click:
       a.  for existing groups, the “Register” button will appear under your group name and
            within your group page:
                                                      
       b.  for potential new groups, “Register” will appear under “Register a New Organization”
           located at the bottom of the left-column menu under the Search Directory tools:
                                                        

FOR PROPOSED NEW STUDENT ORGANIZATIONS, THIS IS THE FIRST STEP IN THE RECOGNITION PROCESS.  UPON FILLING OUT THE ONLINE FORM, YOU WILL MEET WITH OFFICE OF CAMPUS ACTIVITIES STAFF.  AFTER GAINING APPROVAL VIA OCA AND THE UNDERGRADUATE STUDENT GOVERNMENT ASSOCIATION (USGA), YOU WILL WORK THROUGH THE BELOW STEPS.

4. The organization president will submit the online recognition form that requires:
       •  Updated officer and club information, mission and purpose of the organization, and               contact information of your advisor.
       •  A copy of the updated constitution follows this model and contains inclusivity and               anti-hazing statements.

5. Advisor is selected and contact information is provided via CollegiateLink.  The advisor will be required to complete a CollegiateLink form that will confirm their role as advisor.

6. The Undergraduate Student Government Association (USGA) and Office of Campus Activities (OCA) Recognition Committee will review the constitution for content:
       •  Checking for inclusion and anti-hazing clauses
       •  Checking for full-time President and Treasurer
       •  Checking for full-time faculty/staff advisor

7. Organization is called to a short meeting with the USGA/OCA Recognition Committee for any constitution revisions (if necessary).

8. Organization submits constitution changes (if required).

9. Constitution is re-read for revisions and changes:
       •  If revisions are not complete, the organization is contacted and does not move forward
          in the process.
       •  If revisions are satisfactory, constitution is approved and the group moves to next
          steps.

10. Organizations watch the Student Organization Orientation Training (SOOT) presentation.  For more information about the SOOT presentation and follow-up quiz, refer to the SOOT page.
    NOTE: SOOT can be completed at any time during the recognition process
    NOTE: For undergraduate and joint clubs, the president, vice president (or second-in-command designee), and treasurer are required to view SOOT and take the CollegiateLink quiz

11. All requirements are confirmed, the organization is recognized and able to access privileges of being a recognized student organization (e.g. accessing funding/financial accounts, making reservations, hosting events, contracting events, participation in OCA/Student Life events, e-mail accounts, etc.)
        •  Organization is notified via CollegiateLink/e-mail
        •  Advisor is notified via CollegiateLink/e-mail
        •  University departments are notified weekly of current list of recognized student
           organizations.

12. Student organizations should track the progress of recognition of their own, as well as through their group’s CollegiateLink page under “Profile”.

NOTE: If a student organization is in financial/SAFAC debt, the group may seek recognition, but will immediately be put on-hold until the debt is resolved.  Anytime a group is in debt, they lose all recognition privileges.

Recognition is a privilege awarded to student organizations that agree to comply with institutional policies and procedures.

Club Sports

Student Organization Orientation Training (SOOT) for Club Sports:
    •  All Clubs Sports must attend the Club Sports SOOT trainings offered by Recreational Athletics
    •  The president, treasurer, and one (1) additional club leader are required to attend a SOOT
        session
    •  Club Sports officers are not eligible to complete the SOOT requirement by watching the
        undergraduate/joint student organization SOOT presentation – the club sports workshop is
        not currently available in this format
    •  For more information, contact Dan Simmons, Director of Recreational Athletics at
        des26@drexel.edu

Graduate Student Organizations

Recognition information for proposed new graduate student organizations can be found on the Drexel University Graduate Student Association (GSA) website at: http://www.drexelgsa.org/recognition for the fall 2012-2013 academic year.  For pre-existing graduate student groups, re-recognition is required every year.  Groups will receive information about this process at the summer GSA meeting in August 2012.