Office of Student Life

2011 - 2012 New Clubs and Organization

Registration Packet
Prepared By Office of Student Life UC Merced

The Mission of the UC Merced Office of Student Life... Mission The Office of Student Life at UC Merced exists to serve students by providing experiences that enhance intellectual development and promote individual growth, responsibility, citizenship, and skill building through intentional programs and resources in leadership, interpersonal communication, civic engagement, self awareness, and appreciation of diversity. Vision As a student centered office, Student Life will engage students through collaboration, innovative programs, and services that promote the education, development, and success of all students. Our Purpose: To promote and facilitate student growth and development through involvement and enrichment opportunities. Our Business: To present positive, holistic, growth oriented developmental programs which enhance the out-of-the-classroom experience. Our Values: To provide students with opportunities for involvement and development through an array of activities focusing on wellness and balance, appreciation of diversity, civic engagement, and leadership development.

Principles of Community University of California, Merced

The University of California, Merced is committed to learning, teaching and serving the people of the San Joaquin Valley, California, the nation, and the world, through excellence in education, research and public service. We strive to provide educational opportunities for all. Our founding principles of community guide both the individual and collective behaviors of students, faculty, and staff. The university expects that all of its members will emulate these fundamental principles as individuals and as a community. We celebrate the spirit of academic excellence and strive to promote our University and its strengths through our daily interactions with students, staff, faculty and the community at large. We maintain a working and learning environment based on integrity, fairness, cooperation, professionalism and respect. We are a community comprised of individuals with multiple cultures, lifestyles, and beliefs. We celebrate this diversity for the breadth of ideas and perspectives it brings. We value the creativity of our students, staff, and faculty, and acknowledge both their individual and collaborative achievements. We encourage health and wellness and strive to develop a sense of environmental responsibility and stewardship among all the members of our community. We are committed to achieving tolerance in our community. All persons--faculty, staff, and students regardless of background or lifestyle should participate and work together in a collegial atmosphere that we strive to make free of any and all acts of discrimination or harassment. We respect, support and value the civil and respectful expression of individual beliefs and opinions.

Note: These are the Founding Principles of Community of the University of California, Merced. In the years ahead, they will undoubtedly be reviewed and modified by future UC Merced faculty, students and staff. For those who wish to review Academic and Staff Personnel Policies regarding nondiscrimination, please refer to http://www.atyourservice.ucop.edu. For further information, please contact the Director of Human Resources/Affirmative Action Officer. Approved: January 2003

How to Register or Re-register a Student Organization:

UC Merced requires a minimum of four (4) principal members, all full-time registered UC Merced students, to register an organization. Your organization may choose to have up to six (6) principal members. All organizations are required to obtain a faculty or staff advisor. A member of the community not affiliated with UC Merced may serve as a coadvisor. All student organizations must register with the Office of Student Life. All clubs and organizations must register or re-register every fall semester by the last Friday of October, to be considered a UC Merced student organization for the full academic year. New student organizations must attend a scheduled Student Organization Registration Session to be considered registered. Principal members may be undergraduate students, graduate students, full time faculty or staff. Principal members assume the responsibility for the financial status, actions, and programs of the student organization. Student organizations may not be used as a conduit for personal financial gain or for the establishment of personal business. You must update the Student Organization Registration Forms each time any of the principal members, their addresses, email or phone numbers change, and keep a current permanent mailing address on file with the Office of Student Life. Organizations must submit your organization constitution to the Office of Student Life to be kept on file. Any changes to the constitution should be submitted to the Office of Student Life. At least two officers must complete the Office Check List.

Becoming a Registered Student Organization or Re-registration

Checklist for Registration:
o Minimum of four principal members. o Faculty / Staff advisor (Must be full time). o Attend a scheduled Student Organization Registration Session (see calendar and dates). o Complete the Student Organization Registration Form by Last Friday of October (Fall), or last Friday ofFebruary. o Submit a constitution to the Office of Student Life. o Complete the Officer Check List. This must be turned in before you can operate on campus.

Checklist for Re-Registration:

o Minimum of four principal members. Update all contact information. o Faculty / Staff advisor. Update all contact information. o Attend a scheduled Student Organization Registration Session (see calendar and dates). Required for new leadership positions. o Complete the Student Organization Re-Registration Form (by the last Friday of October to get full academic year recognition). o Submit a constitution to the Office of Student Life (only if changes have been made). o Completed the Officer Check List. This MUST be turned in before you can operate on Campus.

Club and Organization Officer Positions

For Registration / Re-registration or updated positions

Name of Club or Organization: ________________________________________ Date: ______ Primary focus of organization: (choose one) __ Academic/Professional __ Art/dance/music __ Religious/Faith based __ Special Interest __ Other ________________ __ Community __ Wellness __ Cultural

Purpose of Organization:__________________________________________________________

Principal Members: (A minimum of 4 principal members are required) ** I. Name: _________________________________ Signature:_______________ Address: ___________________________________City:_____________ St: ____ Phone: ______________________e-mail: ________________________________ Officer position: ___________________________ II. Name: _________________________________ Signature:_________________ Address: ____________________________________City:_____________ St: ____ Phone: ___________________e-mail: ____________________________________ Officer position: _____________________________ III. Name: _________________________________ Signature:________________ Address: ____________________________________City:_____________ St: ____ Phone: __________________e-mail: ____________________________________ Officer position: _____________________________ IV. Name: _________________________________ Signature:________________ Address: ____________________________________City:_____________ St: ____ Phone: __________________e-mail: ____________________________________ Officer position: _____________________________ V. Name: _________________________________ Signature:_________________ Address: ____________________________________City:_____________ St: ____ Phone: ___________________e-mail: ____________________________________ Officer position: _____________________________
Advisor Information: Name: __________________________________________ Signature: _____________________________ On campus Address: _______________________________ Phone: _______________________________ Email: __________________________________________ Office of Student Life Information: Date completed and turned in ________________________ Approval Signature_________________________________

Application for Recognition of Student Organizations Office of Student Life

Proposed name of Organization: ___________________________________________ Organization Type: Indicate type by placing a 1 next to primary description. You may choose to place 1 next to a primary description if it is part of your primary purpose. ___ Academic / Professional ___ Religious or Faith Based ___ Arts / Music / Dance ___ Special Interest ___Community Service / Civic Engagement ___Wellness ___ Cultural ___Other / Specify: _____________ Primary Purpose of Organization: _______________________________________________________________________ _ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ____ Membership Requirements: _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___ Proposed Activities, Programs and Services: _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ____ Affiliations with Off-Campus Organizations (maybe supporting or providing leadership): Include contact name, address and phone. _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___

Name of Student Filing Application: ___________________________ Date: _______ Address: ____________________________________________City:________ St.____ Phone: ____________________ Email: _____________________________________

University Advisor (staff or faculty employed by UC Merced more than half time). Advisor Name: _________________________________ Campus Phone: ____________ Campus Address: _______________________________ Department: _______________ It is understood and agreed that the proposed organization will adhere to conditions for recognized student organizations listed in the Guidelines and Procedures for the governance of recognized student Organizations, Student Organization Handbook, and the policy for Use of campus buildings and Grounds) and understands its obligations to the University of California, Merced. (http://admissions.ucmerced.edu/docs/ucm_policies.pdf) _______________________ Applicants Name _______________________ Advisors Name ___________________________ Signature ___________________________ Signature _____ Date _____ Date

*********************************************************************** *(Office Of Student Life Use Only) Name of organization: ___________________________________ Date filed: ________ ___ Yes ___ No: Granted the privilege of Student Organization for the period of one year. University Advisor (s): ____________________________________________________ Approved by: __________________________________________ Date: _____________

KEEP UPDATED

Student Organization Important Dates and Club Information will be sent to your campus e-mail accounts
BEFORE YOUR CLUB CAN OPPERATE ON CAMPUS YOU MUST 1. Complete the Office Check List. Sign and Return to OSL. 2. Update you officer / positions list. IN ORDER TO CONTINUE TO OPPERATE ON CAMPUS 3. A representative will need to attend the four RCO training programs (the same person does not have to attend all the session but someone must attend one session). Clubs not having a representative attend will be denied the ability to act as a campus Registered Club or Organization. 4. Pay your registration fee by the last Friday of Oct.
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Creating an Organizational Constitution All organizations must have an updated Student Organization Registration Form. All student organizations must have a constitution on file in the Office of Student Life. A constitution should contain: 1. I II. Preamble (Introduction Statement) Name of Organization Statement of Purpose (which must include language confirming that the organization is a non-for profit) III. Requirements for membership / membership practice (including fees, if applicable) IV. Qualifications for holding office and methods of selecting and replacing officers. V. Elections VI. Committees VII. Meetings / Record and Minutes VIII. Financial records IX. Advisors X. Amendments
By-Laws: Should follow the same order and may help clarify the constitution. Please refer to the sample By-laws.

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Template constitution and By-Laws for Creating a New Student Organization

This template is intended to serve as an example for new organizations when creating the constitution for a new or existing organization. An official organization may structure or govern itself in any way deemed appropriate, so long as it does not violate any criteria stated in the current Student Organizational Handbook and the Policies Applying to campus Activities, Organizations and Students.

Definitions
A constitution is comprised of the fundamental laws and principles that shape and create the nature, function and limitations of a club or organization. The constitution establishes the basic structure for operation. As the basic backbone of the organization the constitution and amendments to the constitution should be difficult to make, but not impossible. Any changes should require a high level of participation and approval from its members. Membership and participation should be documented on a regular basis to determine levels of participation. By-laws are secondary laws, these secondary laws govern the internal affairs of an organization. By-laws are an expansion of the articles of the constitution. By-laws are created to aid in the daily activities and functions of the organization. They make up the steps and procedures needed to conduct business. By-law should be designed to be easier to amend or revise as needed to effectively achieve business and organizational goals. A quorum usually consists of the next whole number above one half of the total active membership. However, the number should be determined according to the organizations need. For example, a quorum could be defined by an individual organization as Twothirds of the eligible voting membership.

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Template for Creating A New Constitution Name of Club or Organization: Preamble:

The preamble is an introduction statement stating the intent or mission of the Organization or club. Normally the preamble is no longer then two or three sentences. For example: We the members of (name of organization) at UC Merced, established to provide (your mission statement), do ordain and establish this constitution and subscribe to the regulations and policies of the University.

Article I Name of Club or Organization:

This will be the official name of the club or organization and will be used in a University and the Office of Student Life publications. It is recommended you use the name as you would like to be recognized. If an Club or Organization chooses to use the University name it must be written as ______________ at UC Merced or ___________ at the University of California, Merced. For example: The name of this organization shall be (Name of Organization), hereinafter referred to as (shortened name of organization, perhaps an acronym, as it will appear throughout the constitution [optional]).

Article II Purpose of the Organization:

State the purpose of your organization. This statement will be used to describe what the organization is looking to do and will be the primary information perspective members or supporters will make decisions about participation. The purpose statement should be broad enough in scope to allow the organization freedom of action but specific enough to show the uniqueness of the organization. For example: The purpose(s) of this organization shall be Things to consider: - What is the purpose for establishing the organization?

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- What is the intended impact of the organization on the University community? - What services will be provided and for whom?

Article III Membership Practice:

Active membership of this student organization shall be chosen without discrimination on the basis of race, religion, sex, sexual orientation, color, disability, national origin, age or marital status, except in cases of fraternity and sorority organizations which are exempt by federal law from Title IX Regulations concerning discrimination on the basis of sex. Active membership should also be composed of at least 50% UC Merced Students (undergraduate or graduate). A. Eligibility for membership State criteria and qualifications for membership For example: all students at UC Merced shall be eligible for membership. Things to consider: Who is eligible for membership (e.g. UC Merced students, faculty and staff members, community members, etc.)? B. Criteria or qualification for membership Things to consider: - Specific criteria required for membership such as minimal GPA, dues or any on going requirements to join the organization. C. Categories of membership Things to consider: - Are there categories of membership such as active, associate, inactive, alumni, honorary, auxiliary, etc.? You may desire to define the categories and how a member moves from one to the other such as from active to alumni. - What are the privileges, duties and responsibilities for each type of membership? - Voting abilities and who is eligible to vote. Every member should get a least one vote. - The only exception would be the president voting to break a tie vote. D. Withdraw or removal of members Things to consider: - What is the process for withdrawal of the organization? - What are the grounds for removal of a member (i.e. under what considerations or circumstances could cause this and would it require a vote)? - What is the process for removal of a member from the organization? For example, for the removal of a member: 1. Charges or complaint are brought against a member. 2. Evidence to support charges are presented. 3. Member (s) given an opportunity to argue a defense and offer counter evidence.

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4. Vote is taken (vote count must be specified in the Constitution). 5. Appeal process of the decision is made by vote. Only one level of appeal is required. The same process is used to remove an organizations officer. 6. Indicate who have the right to request removal of a member and what the process is and who is eligible.

Article IV Officers:
Things to consider: Decision making and activities of the club or organization needs to remain under the control of currently enrolled students. A. List of officers For example, The officers shall be: 1. President 2. Vice President 3. Secretary 4. Treasure 5. Historian 6. Other B. General duties and responsibilities of the organization officer. You may be more specific in the by-laws. C. Qualification for becoming an officer Things to consider: - Who is eligible for office (e.g. only UC Merced students, GPA requirements, specific skills or majors, etc.) - Outline a backup plan for replacement in case an officer needs to withdraw or step down from the office. - Officer qualifications can be established to create or restrict leadership to more experienced members such as juniors or seniors may only hold office. However all members senior or new hold the same voting rights and membership privileges. D. Terms of office Things to consider: - Specify time frame (e.g., semester, academic year, etc.) - When do new officers assume their positions? - Officer transitions. Remember to be general and more specific in your by-laws. - Best time to hold election are in the middle of the fall term which allow a longer time of transition with the new officer taking over position the first day of classes in the spring and committee overlap. E. Procedure for filling vacated offices Things to consider: - Are special elections held? - Is ascending order used? What is the order of succession and is it used for the each position down the ladder, or can it be stopped along the way?

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Are appointments made or interviews conducted and by whom (remaining officers)? Remember to be broad in your constitution and more specific in your by-laws.

F. Procedure for removal of officers Things to consider: - Who can initiate the removal of an officer? - What are the specific steps and procedures for removal (due process)? - What type of vote / ballot is required for removal? ( secret ballot, majority vote, by eligible members or individuals present) G. Appeal Process Things to consider: - Review Article III for due process. - Is there a time period for review and appeal. - What are the steps?

Article V Elections
A. Time and period when elections occur Things to consider: - How often and what time of year are elections to be held? - Are there any special elections? B. Nominations Things to consider: - How are nominations made? - Are there self-nominations? - Is there an application process, is the process monitored by a committee. - How are notification and posting of election made? C. Notification and posting of elections Things to consider: - What is the process of notification members or posting results regarding elections? - How long are results posted? D. Election procedures Things to consider: - What is the specific method followed for elections? - Type of ballot used. - What number or percentage of members or quorum is necessary for elections to be complete (2/3, etc) - Do members need to be present to vote? 15

Who is eligible to vote?

Article VI Committees
A. Types of meetings Things to consider: - State the names, purposes, and responsibilities of the various standing committees (e.g., executive board, publicity, fundraising, etc.) - How are members selected for each committee? - How is the head of the committee chosen? B. Temporary/special committees Things to consider: - How and when are such committees formed? - What are the purposes and responsibilities of special committees? - What is the duration of a temporary or special committee?

Article VII Meetings

A. Types of meetings Things to consider: - Are there different types of meetings (e.g., business, regular, special, executive, etc.)? - Who is required to attend each type of meeting? What happens if a meeting is missed? B. Time and occurrence of meetings Things to consider: - How often are meetings held (e.g., weekly, monthly, etc.)? - Is there a set date for meetings? C. Special meetings Things to consider: - What are the circumstances under which special meetings may be called? Who can call the meetings? D. Quorum A quorum usually consists of the next whole number above one half of the total active membership. However, the number should be determined according to the organizations need. For example, a quorum could be defined by an individual organization as Twothirds of the eligible voting membership. 16

Things to consider: - Note that the purpose of quorum is to insure that enough members are present and expressing their opinions for the decisions made at this meeting to be considered valid and meaningful to the organization. You may wish to state this in this section of the constitution. - State the percentage or number of members needed for a quorum. - What happens if quorum does not exist at a meeting? What if quorum is not reached for a few meetings? E. Method of conducting meetings Things to consider: - What rules shall govern the conduct of business for the organization (e.g., Roberts Rules of Order Newly Revised, General Consensus, etc.)? F. Meeting minutes and records Meeting minutes and other records are vital for an organizations success. Election results, impeachment of an officer, removal of a member, approval of a budget or expense and confirmation of amendment approval are just a few of the important items that meeting minutes are used to validate/verify. For example: It shall be the responsibility of the secretary to take meeting minutes and keep related records of all meetings (including special and emergency meetings). Minutes will be read or distributed at the beginning of the meeting that follows the meeting from which the minutes were taken. Additions and corrections are to be made at this time and a final approval of the minutes must be made. Things to consider: - Who is responsible for taking notes and/or meeting minutes? - How are these records stored and who is responsible for them? - How does the organization share the meeting minutes with the membership to solicit corrections to the minutes?

Article VIII Financial Records

The University shall have the right to audit the financial records of this organization. If dues are collected, it should be stated; also the purpose for which the dues are levied. If the organization will receive funding from Associated Student at UC Merced (ASUCM) or the Graduate Student Association (GSA), the organization must comply with all funding policies and procedures issued by the funding authority.

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A. Dues/membership fees For example: The dues for membership to (name of student organization) shall be (amount of dues). These dues finance the following events, budgets; programs, etc. (list all). Things to consider: - Is there a set fee and/or dues? The constitution should state if the organization charges membership dues. However, given the need over time to change the dollar amount of dues, such amounts or dues formulations should appear in bylaws unless the organization does not plan to write any bylaws. - When are fees due? - Who is the officer or member responsible for collecting and monitoring fees? - Are there other optional fees that members may incur (i.e. event t-shirts, formal dinners, etc.)? - Is there a way for members to fundraise to pay their dues if they cannot afford it? Can payment plans be arranged to allow students to pay over time? B. Budget expenditures For example: These dues finance the following events, budgets, programs, etc. (list all). Things to consider: - Who are the officer(s)/member(s) responsible for authorizing all expenditures and reimbursements? - Is a vote of the members required for all expenditures? - What is the process used to insure that the membership must approve how the organization funds are used? Is an annual budget proposed with membership ratification or are expenditures discussed and approved on an as needed basis? - Officers should never have complete control of financial matters to the exclusion of the general membership. - What is the procedure for disbursement of all remaining funds upon dissolution of the organization?

ARTICLE IX ADVISORS
A. What an advisor is and does A student organization advisor is a person, selected by the organization, to provide guidance and advice in the operations of the organization. Advisors are educators outside of the classroom setting and a resource person for the organization. Advisors have a variety of roles with an organization including being a mentor, teacher, leader and follower. Ideally, the advice of the advisor to the organizations membership and leadership is welcome and seen as valuable. The decision making and goal setting for the organization

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should remain in the hands of the student membership but should be tempered with the valuable insights of the advisor. What an advisor is not and does not do Unfortunately, some student organizations have a misinformed notion of what an advisor does and does not do. An advisor is not someone who cleans up after a major event or makes sure that regular meeting rooms for the organization have been reserved; these are responsibilities of the student leadership of the organization. An advisor is not someone to invite to events but otherwise exclude from the business of the organization until the organization is in trouble; the advisor should be informed about and consulted with regard to the on-going business of the organization. An advisor does not take control of the organization; this is the responsibility of the student membership and if the organization ceases to exist due to inaction by the student membership, this is an unfortunate but appropriate outcome. Organizations should not look to their advisor to do crisis intervention on behalf of the organization but only to seek to do so in conjunction with the student leadership. A. Selection of advisors Things to consider: - How is an advisor selected (e.g., by appointment, election, or selection)? - How is a pool of advisor candidates developed? B. Qualifications Things to consider: - Are there any specific criteria for selecting an advisor? C. Terms of office Things to consider: - How long of a term does/can the advisor serve? - Are there limitations on the number of terms? D. Roles and duties of an advisor Things to consider: - What are the responsibilities of the advisor? - What are the groups expectations for the involvement of advisors?

ARTICLE X AMENDMENTS
Remember that a separate amendment procedure should be written for the constitution and the by-laws. The by-laws should be easier to amend than the constitution. A. Proposing amendments

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All amendments shall be in agreement with University regulations and policies and are not approved until reviewed and signed by a Student Life official. Things to consider: - Who can propose an amendment and what is the procedure (e.g., verbal, written, how much time must pass between an amendment being introduced and it being voted on, etc.)? B. Provisions Example: Amendments to the constitution shall be approved by a 2/3 vote [actual percentage of membership is variable; i.e. 2/3 or or ] of the total membership eligible to vote. A signed copy of the amendment(s) shall be filed at the Student Life office within one week after adoption. All amendments shall be in agreement with University regulations and policies and are not approved until reviewed and signed by a Student Life official. A signed copy of the amendments shall be filed at the Student Life office within one week of adoption. Things to consider: - When can an amendment be proposed? - Is there any notice required in advance for amending the constitution and/or bylaws? - How many members must be present for adoption of the amendment? - Who can vote on the amendment? - How many votes are required for passage? Signed by constitution committee: 1. _____________________________ 2. _____________________________ 3. _____________________________ 4. _____________________________ Date voted on by organization / club ______________ Dated Filed at Student Life ________________ OSL approving staff member ____________________________ Signature: ____________________________________________ Date: ________________________________________________

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