Student Organization Registration Guidelines

I. Introduction:

Student organizations at the University of Maryland, College Park serve a valuable educational function, offering students the opportunity to join together in governmental, cultural, political and/or special interests groups. Organizations also offer opportunities for students to assume various leadership roles in carrying out the mission of the group. This opportunity affords students a special experiential component to their lives on campus. In addition, organizations contribute a range of perspectives to the overall University community, thus enriching the academic environment.

The University of Maryland has established a process to define the basis of the relationship between the University and student organizations and the responsibilities and privileges afforded to registered student organizations. This process serves many purposes. First, it offers structure by providing parameters in which organizations can function. It spells out responsibilities for groups that the University expects them to fulfill. Secondly, it establishes a communication pattern between organizations and the Office of Campus Programs that may support and add stability to organizations. Finally, it outlines consequences for groups that choose not to exist in accordance with these guidelines.

II. Student Organization:

A. Definition:

A student organization is defined as any registered group/organization at the University of Maryland that meets the criteria outlined in this document regarding the responsibilities and registration of said groups. Foremost in the criteria, is that student organizations must be directed and controlled by students currently registered at the University of Maryland, College Park. Currently enrolled students must hold all offices with the exception of the organization advisor. Faculty and staff are eligible to serve as the organization’s advisor. All registered student organizations must have a faculty/staff advisor.

B. Membership:

Active membership in registered student organizations shall be limited to registered students, faculty and staff. Active members may participate at all levels in the organization’s activities beyond membership registration and payment of financial obligations as determined by the organization. Student organizations must specify criteria by which active members are determined to differentiate them from eligible members for participation. This determination will facilitate the identification of actively participating members for the purposes of officer eligibility and inclusion in the organization’s membership roster. Student organizations should openly admits students to its membership and cannot discriminate on the basis of race, color, creed, sex, sexual orientation, marital status, personal appearance, age, national origin, political affiliation, physical or mental disability, or on the basis of rights secured by the First Amendment of the United States Constitution.

III. Registration:

A. Definition:

Registration approval is a function of the Office of Campus Programs. Registration shall be identified as the process whereby a student organization acquires eligibility to receive University support as described in Section III. D of these guidelines. The relationship between the University and registered student organizations generates neither a contractual relationship between the University and the organization, nor a property right or expectancy in the organization of any sort. Duties performed and activities undertaken by registered organizations are not those of the University. Please note the title “University of Maryland” may not be used in conjunction with the name of the student organization.

B. Types of registration:

1. Temporary: Temporary registration is generally granted to groups that will only operate for a short period of time on campus. Examples of groups in this category are groups to support a short-term program, groups formed to support a specific political candidate, or summer school residence hall groups. Temporary registration is granted for a period of time not to exceed one year. Groups applying for temporary registration must submit to OCP a registration application and constitution and, where applicable, by-laws.

2. Continuing: Continuing registration is granted to groups that are of a more permanent nature. This is an annual renewable registration application, which requires a registration application and constitution and, where applicable, by-laws to be submitted to the Office of Campus Programs.

3. Provisional: Provisional registration is granted for the expressed purpose of allowing a group of students the time to organize a permanent student organization. The registration is granted for a period of three months. This may be renewed at the discretion of the Office of Campus Programs. Groups applying for provisional registration must submit a registration application and a constitution and, where applicable, by-laws.

4. Probationary: Probationary status is placed by the Office of Campus Programs upon a student organization which has been registered and involved in judicial violations and/or violation of University policies, procedures and guidelines. While placed in this status, privileges granted to registered organizations may be partially or totally restricted or withheld. This probation is placed upon a group for a specified period of time. The probation may be removed and registration granted only after review and approval by the Office of Campus Programs.

Note: Constitutions submitted with registration are subject to public review.

C. Responsibilities of Student Organizations and Officers:

1. A student organization, its officers and members shall abide by University regulations, as well as federal, state, and local laws.

2. A student organization, its officers and members shall abide by and be subject to the Code of Student Conduct.

3. A student organization, its officers and members shall not conduct commercial activities that either directly or indirectly contribute to the private financial benefit of any person or of any organization other than the student organization itself or the University of Maryland, College Park. The officers, advisors, and members of a student organization shall refrain from using the student organization or their position therein to the benefit of any private commercial enterprise or organization other than the student organization itself or the University of Maryland, College Park.

4. A student organization, its officers and members shall not discriminate in its admission to membership in violation of applicable federal, state, local law or University regulations.

5. If a student organization is funded by the Student Government Association or the Graduate Student Government, it shall abide by all University, GSG and SGA financial guidelines.

6. Officers are encouraged to improve their leadership skills through attendance at available workshops and other opportunities provided by the Office of Campus Programs.

D. Privileges of Registered Student Organizations in good standing include but are not limited to:

1. Use of campus facilities and space at no charge or at the discounted student organization rate. For all newly registered student groups, approval of registration permits the organization to reserve rooms for meetings and to use University facilities for small fundraisers such as bake sales, car washes, selling of t-shirts, candies, etc. Newly formed groups will not be permitted to sponsor large mixers, concerts, etc. All groups will be required to have at least one semester of experience in programming small events before being permitted to sponsor larger events.

2. Assistance in development of the student organization in program planning by staff in the Union and Campus Programs.

3. Discount to registered student organizations for the purchase of supplies and group- related items from the University Book Center.

4. Access to SGA and GSG recognition processes and resulting privileges.

5. Access to SGA and GSG funding processes and resulting privileges (e.g. use of University services such as printing, purchasing, motor pool, general stores, with approval of, and coordinated through the SGA Accounts Office).

6. Secure access to information about your group members such as group roster, mailing addresses, mail reflector and other services as technology is developed.

7. Inclusion of information from your group about upcoming events/activities in Union and Campus Programs sponsored publications, such as campus calendars and the Guide to Student Organizations.

8. Access to office allocation process.

9. Listing in the Student Organizations Directory.

10. Inclusion of group involvement and activities in co-curricular transcripts as technology is developed.

11. Assistance with determining those members eligible for office (if grade point average is required for candidacy).

12. Eligibility and verification for participation in intramural sports and recreation.

13. Access to information regarding University awards and nomination processes for group and individual members.

14. Web pages of up to 10 megabytes of information.

IV. Registration Process:

The officer (s) must meet with the Office of Campus Programs to determine the appropriate type of registration.

A. Continuing and Temporary Registration Process:

Registration for continuing and temporary registration status will require one of the following two processes:

1. New Registration: If your organization was not formally registered with the Office of Campus Programs during the past academic year, you must complete and submit online the Student Organization Registration form along with an electronic copy of your constitution and where applicable, by-laws. Online registration is available at http://www.stars.umd.edu/ Upon approval of your organization’s registration by the Office of Campus Programs, your organization may take advantage of the privileges discussed in Section III, Part D of these guidelines.

2. Renewal Registration: If the Office of Campus Programs has a current file on your organization, you must renew your organization’s registration one month after your organization’s officer elections occur, or a change is made in the organization’s constitution, by-laws, address listing or stated purpose. Complete the renewal form online at www.stars.umd.edu. The renewal form must be submitted by a member authorized by your organization to conduct business under the organization’s name with the Office of Campus Programs (generally the past president or treasurer).

Please note: Failure to renew your organization’s registration will result in the revocation of the organization’s privileges, including eligibility to reserve campus space, bookstore discounts and eligibility for SGA or GSG recognition.

FOR EITHER THE RENEWAL OR NEW REGISTRATION PROCESS, YOU MUST PROVIDE THE FOLLOWING INFORMATION:

1. The registration status you are applying for (Provisional, Temporary, Continuing)

2. You will need to select a password for your group so that your group will be able to easily renew its registration in the future.

3. The Group's Contact Address and Phone Number

4. The Group's Mission Statement

5. The Group's E-mail Address and Web Site (if you have one)

6. Your Faculty Advisor's Name, Address, Phone Number, and E-mail Address

7. You will need to know the Names and Student ID Numbers of the members of your group. If you are applying for SGA recognition you need at least 25 undergraduate members in the group. If you are applying for a Graduate Student Group you need at least 5 graduate members in the group. If you are just registering your Group with OCP then you need at least 8 student members in the group.

8. Every Group MUST have a President and a Treasurer.

9. You must also provide us with a Constitution for your group. You will need to submit, online, a Word document of this Constitution.

 

Approval by the Office of Campus Programs is discretionary. It is contingent upon the Office of Campus Programs staff determination that the student organization meets the criteria listed in Section IV, Part C of these guidelines.

B. Provisional Registration Process:

1. Submit completed and signed registration application, constitution, and where applicable, by-laws, to the Office of Campus Programs. Applications will be accepted at any time during the year.

 

2. Approval by the Office of Campus Programs is discretionary. It is contingent upon the Office of Campus Programs staff determination that the student organization meets the criteria listed in Section IV, Part C of these guidelines.

 

C. Criteria for Registration Approval:

1. The proposed student organization must meet the membership requirements of a student organization as outlined in Article II of these guidelines. Specifically, the group is:

a. Directed and controlled by registered students of the University of Maryland College Park;

b. Comprised of active membership limited to registered students, faculty, and staff, with students constituting a majority of the membership;

c. All offices, except that of advisor, shall be held by currently enrolled students.

2. The purpose of the proposed student organization is determined by the Office of Campus Programs to be in the best interest of the University of Maryland and that the student organization shall be able to fulfill all responsibilities of a student organization as outlined in Section III, Part C of the guidelines.

3. The proposed student organization has completed the required steps for registration approval.

D. Organization officers need to be aware that certain information supplied by student organization members as part of the registration process may be made available to other members of the community.

1. The name and telephone number of the "contact person" will be included in the directory of registered student organizations, which is made available to anyone requesting it.

2. The mailing address of the "contact person" is included in a set of mailing labels which is made available to other University of Maryland registered student organizations or to University of Maryland academic or administrative departments.

3. The completed registration or re-registration form(s) become(s) the permanent records of the Office of Campus Programs. Access to these records is confidential since they contain social security numbers of students. Organization constitutions may be made available to persons wishing to review the document.

E. Organization officers have a responsibility to see that the information submitted to the Office of Campus Programs in registering their group is accurate and up to date at all times.

 

1. The organization's "contact person" has the responsibility to maintain his/her current address and telephone number in the records. If attempts to reach the "contact person" by mail or by telephone fail because of obsolete information, the group's registration will be in jeopardy.

2. It is the organization's responsibility to maintain the required number of currently enrolled students listed in its records in order to maintain its registration.

3. The Office of Campus Programs will verify that the members listed on the Student Organization Registration Forms are currently registered as students at the University of Maryland. If any are not so enrolled, the group's registration will be in jeopardy.

4. Faculty advisors must be either faculty or staff members currently employed at the University of Maryland, College Park.

5. Student organization registration commences upon the approval of the registration form and continues through the election process. After the organization’s election, the group will have 30 days to submit new officer information that will be valid through the next election of officers.

6. Officers of the organization are responsible to be aware of University Policies that affect the organization’s events and programs. Copies of written policies that affect student organizations will be provided upon request.

V. Failure to Adhere to Regulations:

A. The Office of Campus Programs will periodically review student organization registrations. Failure to continue to meet the definition of a student organization and/or organization membership or failure to adhere/comply with the responsibilities of a student organization and/or its officers could also cause the organization’s registration to be reviewed.

B. The registration may be reviewed by the Office of Campus Programs and/or the Judicial Programs Office. Prior to action by the Office of Campus Programs, the student organization will be notified of an opportunity to meet with a representative of either office to discuss specific concerns. The student organization will subsequently be notified in writing of any sanctions imposed by the Office of Campus Programs or the Office of Judicial Programs.

C. Sanctions:

As a result of registration review, sanctions that may be placed on the organization including but are not limited to:

1. Placing a group on probation with full privileges.
2. Placing a group on probation with restricted privileges.
3. Suspension of registration without privileges.
4. Revocation of registration.
5. Referral of organization’s officers to the Judicial Board.

VI. Authority: 

A. The Office of Campus Programs makes the final decision regarding the registration of an organization in accordance with these guidelines and may grant certain exceptions or make additional requirements on a case by case basis.

GUIDELINES FOR CONSTITUTIONS

The following outline and questions are designed to help you write a constitution for your organization. The constitution should contain statements concerning enduring aspects of the organization. Items that are subject to frequent revision should be included in the by-laws. University policies that apply to recognition of your organization are included in the outline.

PREAMBLE

This section should be a statement of the group's establishment and purpose of the Constitution. The preamble should contain the name of the organization.

ARTICLE I. NOTE

Section 1. What is the exact title to be used in addressing this organization? Please note, you may not use "University of Maryland" in the title.
"University of Maryland" MAY NOT BE USED IN THE NAME OF THE ORGANIZATION EXCEPT TO DENOTE WHERE THE ORGANIZATION IS LOCATED; i.e. "Name of the Organization at the University of Maryland". If the group wishes to use ANY OTHER UNIVERSITY TRADEMARK IN ITS NAME including: Terps, Terp, Terrapin, Terrapins, or UM the group will be required to review the trademark guidelines and indicate they have reviewed and agrees to abide by the guidelines. Failure to abide by the guidelines will result in the loss of the organization's registration and the use of the trademarked property in the organization's name.

ARTICLE II. PURPOSE

Section 1. What is the purpose? Is it fostering a broad educational goal? Is it a social, cultural, or political organization? Why was the group founded?

Section 2. This section should include a statement of the group's willingness to abide by established University policies.

ARTICLE III. MEMBERSHIP

Section 1. Who is eligible for membership? Are there any restrictions? How does one become a member? How are members identified? (If your organization plans to apply for Student Government Recognition, eligibility for voting membership must be limited to undergraduate students. This must be stipulated in your constitution.)

Section 2. Voluntary withdrawal of membership may be provided for. Can a member remain in the organization if she/he fails to pay dues? (If your organization plans to apply for Student Government Recognition, dues may not be required for voting and active membership.)

Section 3. Nondiscrimination clause should be provided for and include the following: does not discriminate on the basis of race, color, creed, sex, sexual orientation, marital status, personal appearance, age, national origin, political affiliation, physical or mental disability, or on the basis of rights secured by the First Amendment of the United States Constitution.. (If your organization plans to apply for Student Government Recognition, organization membership may not be exclusionary and the clause of non-exclusivity required for SGA Recognized groups must appear in this section of your constitution.)

ARTICLE IV. OFFICERS

Section 1. How many officers are there? What are their titles and duties? Will the officers constitute an executive committee? Description of any standing committees should be included, probably in the by-laws. What are the duties of the faculty advisor? (If your organization plans to apply for Student Government Recognition, all executive officers must be undergraduate students. In addition, one officer must be stipulated as the "SGA Liaison.")

ARTICLE V. OPERATIONS

Section 1. How are officers elected? What type of ballot? When are they elected (month), and for what period? Who is eligible for office? When do officers assume their positions? How may officers be removed? You may wish to clarify the role of your advisor.

ARTICLE VI. FINANCES

Section 1. How will the organization finance its activities? Will the organization submit a budget to the SGA or GSG Finance Committee annually?

ARTICLE VII. AMENDMENTS

Section 1. How are amendments to be proposed and by whom? Do you want to provide for a delay before voting on amendments? How are your amendments to be voted upon?

ARTICLE VIII. REGISTRATION RENEWAL

(If your group is applying to the Office of Campus Programs for registration)

Section 1. In accordance with established registration procedures, this section should contain a statement that specifies a date for annual registration renewal. This date should be one month after your organization's elections.

BY-LAWS

(Optional)

Constitutions may also include a "Provision for By-Laws" Article or a clause pertaining to the establishment of by-laws.

The By-Laws might include some of the following items.

1) Standing committees of the organization.

2) Ad Hoc Committees of the organization which are established for a single purpose, or 1-year commitment. Such committees will be eliminated from the By-Laws once abolished or defunct.

3) Policies pertaining to the time, location of organizational meetings.

4) Election procedures, dates, terms of offices.

5) Structures/purposes of committees.

SAMPLE CONSTITUTION

A constitution reflects the policies and procedures of organizations. Since every organization is different, constitutions will vary in their content. The following sample constitution contains areas typically addressed in constitutions and possible wording. When writing a constitution, however, student organizations should be sure that their constitution reflects the policies and procedures of their particular organization.

Constitution of "Name of Organization"

Preamble

We, the members of "Name of Organization" do hereby establish this Constitution in order that our purpose be realized to its fullest extent.

Article I - Name

The name of the organization will be "Name of Organization," henceforth referred to as "Name of Organization."

Article II - Purpose

"Name of Organization" is established for the expressed purpose of developing leadership skills as well as an awareness of social responsibilities to encourage students to participate in public affairs.

"Name of Organization" understands and is committed to fulfilling its responsibilities of abiding by University of Maryland, College Park policies.

Article III - Membership

Active membership shall be limited to persons officially connected with the University of Maryland, College Park as faculty, staff or registered students. Students enrolled in the spring semester as well as students enrolled in summer school are eligible for summer membership. (For groups wishing to secure Student Government Recognition, this section may stipulate that active voting membership is limited to currently registered undergraduate students.) In addition, the following requirements are necessary to constitute active membership:

1. Payment in full of financial obligations as determined by organization. (For groups wishing SGA Recognition, the language of this section would suggest that dues are not required for voting, active membership.)

2. Attendance of at least 75% of all meetings during a given semester.

3. Active participation in all activities sponsored by "Name of Organization" unless the activity interferes with either scholastic or financial constraints.

"Name of Organization" openly admits students to its membership and does not discriminate on the basis of race, color, creed, sex, sexual orientation, marital status, personal appearance, age, national origin, political affiliation, physical or mental disability, or on the basis of rights secured by the First Amendment of the United States Constitution.

Article IV - Officers

"Name of Organization" will be governed by the following means:

1. An elected President (or other designated officer) will preside at all meetings of "Name of Organization." the President will maintain the power to appoint all committee chairpersons, shall present all motions to the body present and shall be present at 90% of the meetings of "Name of Organization."

2. "Name of Organization" shall also maintain a Vice President. The Vice President's duties shall be to preside at all meetings and functions that the President cannot attend.

3. Club members shall also elect a Secretary-Treasurer who will handle all dues, accounts, new members, rule observances at stated meetings, protocol, etc.

4. The role and duties of the faculty/staff advisor shall include attending meetings, providing counsel to the organization’s officers, etc.

(Student organizations wishing to secure Student Government Association Recognition should be certain to note in this section of their constitution that the executive officers of the organization must be currently registered undergraduate students. Further, one officer cited in the constitution must be the SGA Liaison or one of the officers of the organization must have the duty of SGA liaison stipulated as a portion of his/her responsibilities.)

Article V - Operations

1. Voting Eligibility
Those members meeting all requirements of active membership as set forth in Article III will be granted voting privileges.

2. Election Process
All officers shall be elected by a majority vote of eligible voting members of "Name of Organization." All elections will be held on an annual basis during the month of________.

The President will take nominations from the floor, the nomination process must be closed and the movement seconded. The nominated parties will be allowed to vote.

All voting shall be done by secret ballot to be collected and tabulated by the Secretary-Treasurer and one voting member of "Name of Organization," appointed by the outgoing President.

3. Removal
Any officer of "Name of Organization" in violation of the Organization's purpose or constitution may be removed from office by the following process:

a. A written request by at least three members of the Organization.

b. Written notification to the officer of the request, asking the officer to be present at the next meeting and prepared to speak.

c. A two –thirds (2/3) majority vote is necessary to remove the officer.

4. Meetings
All meetings will occur on a weekly basis or other regular basis at a time selected by “Name of Organization” and will follow the procedure set forth below.

Attendance
Report by the President
Committee reports
Vote on all committee motions and decisions
Any other business put forward by the members of the club
Dismissal by the President

Article VI - Finances

"Name of Organization" will finance the activities it engages in by the following means:

1. Membership dues (appropriate amount set by "Name of Organization") (Student organizations wishing to secure Student Government Association Recognition should indicate that dues are not required for voting, active membership.)

2. "Name of Organization" will submit a budget to the Student Government Association Finance Committee or Graduate Student Government Finance Committee on an annual basis and request funding appropriate to the effective operation of the organization for each year.

Article VII - Amendments

The constitution is binding to all members of the "Name of Organization." But the constitution is not binding unto itself.

a. Amendments to the constitution may be proposed in writing by any voting member of "Name of Organization" at any meeting at which 2/3 of the voting members is present.

b. These amendments will be placed on the agenda for the next regular meeting of the executive council or other officer grouping.

c. Proposed amendments will become effective following approval of two-thirds (2/3)-majority vote of active members.

Article VIII - Registration Renewal

"Name of Organization" will apply to the Office of Campus Programs for registration on an annual basis one month after "Name of Organization's" new officer elections.