Prospective New Student Organization Process

Students who wish to start a new student organization must follow the procedures listed below.

Schedule a meeting with the Graduate Assistant, SOuRCe

1. The intended President of a prospective new student organization must schedule a meeting with the Graduate Assistant, SOuRCe to discuss the new student group recognition process, and prepare the organization for recognition consideration. Due to the time required to complete the recognition process, those who do not submit all paperwork to the Graduate Assistant, SOuRCe by the end of October may not be recognized until the Spring semester and those who do not submit all paperwork by the end of March may not be recognized until the following fall semester.
2. The Graduate Assistant, SOuRCe will review the recognition process with the organization’s representative and refer them to the SOuRCe website where they can find additional information regarding the New Student Organization Development Packet and complete the required documents.

Sports Clubs
For new sports clubs the following additional procedures apply:

• For sports clubs to become Status A organizations, the sports club student president must meet with the staff of the Student Recreation and Wellness Center (SWRC) to discuss SWRC guidelines. If the group is prepared to meet the initial SWRC expectations, then the group will be directed to meet with the Graduate Assistant, SOuRCe. The president of sports club should contact Chris Painter at Telephone (330) 972-7610 to schedule this meeting.
• All sports club campus advisors must be approved by the SWRC.
• Sports clubs will be coordinated by the Student Recreation and Wellness Center.
• Sports clubs may have additional constitutional requirements as directed by the Student Recreation and Wellness Center.

 Law Organizations

• The Law School has a prescribed recognition process for prospective law student organizations. Following this process, the prospective law school organization must follow the same procedure for undergraduate student organizations to become recognized.

 Graduate Organizations

• Prospective Graduate organizations follow the same application process as undergraduate groups. During Status "B" the documents are submitted to and reviewed by the Graduate Student Government Review committee. Following review by this committee, the final approval process is conducted by the Office of the Vice President for Student Engagement and Success. If approved by the Vice President for Student Engagement and Success, the group is then notified by the Department of Student Life of official University recognition.

 Prospective Organizations with active Undergraduate and Graduate Members

• Prospective organizations allowing both undergraduate and graduate members can register as a “blended” organization and will undergo the approval process described above through USG (undergraduate students) and GSG (graduate students)

Campus Advisor

• All recognized student organizations must have a Campus Advisor.  The Campus Advisor must be a full-time faculty member or a contract professional.  A Campus Advisor’s eligibility and approval is determined by the Department of Student Life.

Status A Organizations

During the time the prospective organization is completing the New Student Organization Development Packet, they are considered a Status A organization. Status A organizations have access to the following privileges:

• Can reserve the use of campus facilities a maximum of three (3) times for recruitment meeting use only.
• Following the posting policy, groups can post (8 1/2" x 11") flyers in designated areas around campus. Each poster must include the following disclaimer:
  • “This student organization is a prospective student organization of The University of Akron. Registration shall not be construed as approval, endorsement, or sponsorship by The University of Akron of the student organization's publications, activities, purposes, actions, or positions.”
• Note: Status A organizations cannot conduct major event programming or conduct fundraisers during the recognition process.

New Student Organization Development Packet Documents:The New Student Organization Development Packet consists of six documents. The Recognition Agreement, Terms and Conditions, and Cover Letter must be submitted in hard copy form complete with signatures. The Constitution must be submitted electronically as an attachment. The Charter Member Roster and New Group Registration form  may be submitted to the Graduate Assistant, SOuRCe either in hard copy form or electronically.  All documents being sent electronically should be sent to sugradasst5@uakron.edu who will then review the documents to assure that all requirements have been met.

Cover letter

This letter is written to the SOuRCe Graduate Assistant and must contain the President’s signature. It should also include:

• A synopsis of the organization's purpose.
• Statement of goals and objectives.
• Why the organization wants to be recognized.
• If the prospective organization has affiliation with a local, regional or national organization.

 Constitution (.doc)

• A template to assist in preparing the group's constitution is available on-line in Microsoft Word format. All required sections denoted in red must be present in the constitution.  

Charter Member Roster

• Prospective organizations must complete the Charter Member Roster Form with a minimum of ten (10) currently enrolled, part-time or full-time University of Akron students, who are in Good Standing with the University. On this form must be the names and student identification numbers of all potential members so that we will be to verify the student's status.

Recognition Agreement (PDF)

• Prospective organizations must review the Recognition Agreement, providing the signature of both the president and campus advisor. By signing this document, the organization indicates that the organization president and Campus Advisor understand the policies and procedures outlined and agree to comply. Both the President and Campus Advisor must print their names and sign the agreement.

Terms and Conditions (PDF)

• Prospective organizations must review the Terms and Conditions, providing the signature of both the president and Campus Advisor. By signing this document, the organization indicates that the organization president and campus advisor understand the policies and procedures outlined and agree to comply. Both the president and Campus Advisor must print their names and sign the document.

New Group Registration Form (.doc)

• Upon official recognition by the University, annual registration is required and must be submitted to the Department of Student Life with other documents, as required.
• An organization that fails to register over a five year period is subject to the process of starting a new student organization.
• Registered organizations are required to submit a revised constitution as changes occur.

Status B Organizations

• To become a Status B organization, the president must submit all required documents as listed above and returned to the Graduate Assistant, SOuRCe sugradasst5@uakron.edu. Status B organizations have access to the following privileges:
• Can reserve the use of campus facilities a maximum of three (3) times for recruitment meeting use only.
• Following the posting policy, groups can post (8 1/2" x 11") flyers in designated areas around campus. Each poster must include the following disclaimer:
• “This student organization is a prospective student organization of The University of Akron. Registration shall not be construed as approval, endorsement, or sponsorship by The University of Akron of the student organization's publications, activities, purposes, actions, or position

Note: Status B organizations cannot conduct major event programming or conduct fundraisers during the recognition process.

Undergraduate Student Government Review Process

New student organizations that include undergraduate student members will be validated by the Graduate Assistant, SOuRCe and forwarded to Undergraduate Student Government's Judicial Branch. The judicial branch will review the document to assess the following:

• The constitution packet clearly states the organization's name, organization affiliations (local, state and national) and the purpose of the organization.
• The organization's purpose does not duplicate the purpose of another currently recognized organization.
• The organization's purpose, objectives and activities are consistent with the objectives, rules and regulations of The University of Akron, and all Municipal, State and Federal laws.
• The organization will not discriminate in its member selection process unless federal or state law allows for exceptions.
• The organization's constitution is clear, concise and incorporates all required University provisions and other necessary information for the successful operation of the student organization.
• Legislation shall be proposed to the Associate Student Government Senate for recognition consideration.
• A student representative for the organization is required to attend an Undergraduate Student Government senate meeting to answer any further questions about the organization. Undergraduate Student Government senate meetings are held weekly on Thursdays at 5:00 P.M. in SU 316.
• Upon completion of the USG legislative process an official recommendation is forwarded to the Associate Vice President and Dean of Students and then forwarded to the Vice President for Student Engagement and Success for final review.
• Upon authorization of the Vice President for Student Engagement and Success, the Department of Student Life will send official notification to the organization president and campus advisor. At that time, all other appropriate campus departments shall be notified that the recognition is complete.

Officially Recognized Organization Privileges and Resources

Privileges and resources shall be available to officially recognized new student organizations currently registered with the Department of Student Life, including, but not limited to the following:

• Upon official recognition, assistance and resources are available by contacting the SOuRCe student organization liaisons, located in the Student Union HUB, room 130 or by calling (330) 972-2483.
• Eligibility to apply for funding through the Undergraduate Activities Fund (UAF) and/or Contingency funding process, at www.uakron.edu/asg.
• Additional assistance with the UAF process is available through the Undergraduate Student Government.
• Use of Student Union and campus facilities (i.e., meeting rooms and lobby tables).
• Participation in all campus events such as RooFest, Homecoming (eligibility to nominate candidates for Homecoming King and Queen), L.I.F.E. awards, and leadership events including eligibility for student leadership awards.
• Participation in available educational and development student organization meetings and workshops.
• Use of The University of Akron name, trademark, and logo per University policy.

Unauthorized Conduct

All prospective student organizations should be aware that The University of Akron will not support the recognition of organizations that:

• Utilize behavior modification techniques, mind control techniques and similar forms of coercive behavior.
• Does not permit or limits free speech, self-criticism and the right to leave the organization without penalty.
• Impairs, makes captive or destroys an individual's freedom of thought through physical stress or subtle or covert techniques.
• Refuses to reveal and explain if requested, the organization's financial structure and support.

Many variables affect the speed of the review process including: timeliness of the organization submitting the required documents, attendance at required meetings, the organization's response to requests for constitutional revision, etc., and the number of review bodies involved in the recognition process. Should you have any questions or need assistance, please contact our office staff at: 

Undergraduate Student Government
Student Union 133
Telephone: (330) 972-7002
Hours: Monday-Friday 9am-6pm
asg@uakron.edu

The SOuRCe
Student Union 130
Telephone: 330-972-6504
Hours: Monday-Thursday 8am-8pm
Friday 8am-5pm
sugradasst5@uakron.edu