Policies, Forms and Funding

Below are some of the forms you'll need to best manage your club/organization.

Policies and Procedures

• Community Guidelines for Recognized Student Organizations

  The Community Guidelines are a comprehensive guide to understanding all the policies and procedures to effectively run your club/organization.

  Community Guidelines for Recognized Student Organizations

• Undergraduate Student Government Policies

  The Undergraduate Student Government (USG)  advocates for the undergraduate students at Stony Brook, and works alongside administration and other entities to provide resources for its acknowledged organizations. USG’s policies and procedures go over all information, club/organization funding request processes, and the ability to apply and receive grants through USG.

  Undergraduate Student Government Forms, Policies, & Resources

• Graduate Student Organization Policies

  The Graduate Student Organization (GSO) advocates for graduate students at Stony Brook and promotes student life on campus. GSO hosts numerous events throughout the year and encourages graduate- affiliated clubs/organizations to host their own programs. Visit the GSO website to learn more about the services and support that they can provide for your graduate club or organization.

  Graduate Student Organization Policies

• Campus Recreation Center Policies

  The Campus Recreation and Wellness Center is a hub of activity on campus, and is a great place for programming to take place. Clubs/organizations may also be interested in holding events on the outdoor fields. For more information on these locations, check out the Campus Recreation and Wellness Center policies.

  Campus Recreation Center Policies

• Campus Life Centers Policies and Procedures

  Have a space in the Student Activities Center, Stony Brook Union, Bauman, or deVries Center reserved for an upcoming club/organization program? Please familiarize yourself with important policies and procedures that you need to know to make sure your event is compliant with university policies. The below resources will provide your club/organization with necessary information on building and space specific resources, booking rules, etc. For questions about Campus Life Centers’ policy during your event planning process, please speak to your program advisor.

  Campus Life Centers Policies and Procedures

  Cancellations, Billing, & Fees

• Residential Community Centers Event Policies

  The Residential Community Centers provide opportunities for clubs/organizations to host events in the residential areas. Visit their website to learn more.

• Wang Center Student Organization Reservation Policies

  The Charles B. Wang Center is a space that student clubs/organizations may use to host an event or program. Student clubs/organizations may be subject to associated fees for hosting events and utilizing resources and technologies in the Wang Center. To learn more about the student club/organization usage rates for the Wang Center, please refer to the link.

  Wang Center Reservations for Student Organizations

• Free Speech, Public Assemblies, Sensitive/Polarizing Topics, and High Profile/Polarizing Speakers

  As a fundamental piece of our mission, Stony Brook University is committed to free speech and peaceful assembly. To learn more about this important topic, please visit the Free Speech website. For questions about club/organizational activities, please consult the guidelines and resources below and speak to your program advisor.

  Event Guidelines for High Profile/Polarizing Speakers; Public Demonstrations, & Protests; & Discussions Involving Sensitive/Polarizing Topics

  Free Speech Website

Forms

• Donation Request

  RSO’s interested in soliciting/receiving donations in a single instance, or cumulatively from a donor must complete the “Donation Request” form and await approval prior to accepting donations. This is applicable to all donations, whether monetary, or in goods and/or services. 

  Donation Request Form

• Executive Board Update Forms

  Organization that wish to be and remain recognized must maintain an executive board that meets all University requirements. The executive board update form must be completed by each individual whenever there is a change in leadership. SEA will use this information to complete eligibility checks for all eboard members.

  E-Board Update Form

• Accident/Injury form

  This form must be completed within 24 hours of any accident or injury that takes place during an approved event. This includes on and off campus events.

  Accident/Injury Form

• USG & GSO Forms

  Undergraduate Student Government Forms

  Graduate Student Organization Forms

  University Tickets Website

• Driver Eligibility Form

  Stony Brook University requires certain information to be submitted when a student is driving their personal car or a rental car to a University approval activity. University approved can include, but is not limited to, off campus trips and off campus events. One form should be filled out for each driver. 

  The form only needs to be submitted once per academic year unless you are informed otherwise, or if some part of the driver's information has changed

  This form must be filled out by the driver. Forms filled out by anyone other than the actual driver will be denied.

  Student/Staff Driver Eligibility Form

  Coach Driver Eligibility Form

• Off Campus Speaker/Entertainer/Skills Instructor Request Form

  Student organizations wishing to have a speaker/entertainer/skills instructor from off campus must receive prior approval by completing the “Request Form” found on SBEngaged. All  forms must be submitted no less than 4 weeks in advance of the event date.

  Off Campus Speaker/Entertainer/Service Provider Request Form

• Wellness Studio Contract Form

  Only recognized student groups or individuals will be granted permission to use Wellness Studio 128 & 216 in the Campus Recreation Center.  Student groups are expected to comply with the Department of Campus Recreation policies and procedures. Failure to comply with these policies and procedures may result in the revocation of the Wellness Studio for activities and services. 

  Wellness Studio Contract Form

• Home Prepared Food Sign

  For organizations that intend to provide home-prepared food, a home-prepared food sign must be displayed throughout the event. We suggest downloading and printing this sign to have on file for all future events. 

   

  Home Prepared Food Sign

• Food Permit

  For organizations that intend to provide food from an off-campus vendor, a food permit must be filled out and given to Environmental Health and Safety. 

   

  Please email studentengagement@stonybrook.edu for more infomation.

Funding

• Funding Resources for Undergraduate Organizations

  Information on Undergraduate Student Government funding policies and procedures, and resources can be found on their website. 

  Click here  for more information on grants for funded and unfunded undergraduate organizations.

• Funding Resources for Graduate Organizations

  Information on Graduate Student Organization funding policies and procedures, and resources can be found on their website.

  Click here for more information on funding for graduate organization events

• Funding Resources for All Organizations

  RHA/Hall Council Club Collaboration Grant: Want to collaborate with a Hall Council and have a way to utilize residential hall spaces? The RHA Grant provides a way to take your event to the next level. More information is here to read. Funds will be prioritized for Saturday and Sunday events.  All organizations are eligible to apply.

  Collaboration with Advancement: The Office of Advancement is excited to collaborate with recognized student organizations to create crowdfunding campaigns through GiveCampus. This platform enables student groups to raise funds for specific needs such as trips, competitions, sports equipment, events, and other SBU-focused ventures. You can check out the success of past campaigns from the Crew Team, Sailing Team, and SBSNA! The Office of Advancement will assist student clubs/organizations every step of the way—from campaign setup to communication strategies and marketing outreach. Crowdfunding campaigns typically run for 30 to 60 days, but long-term success requires ongoing engagement with the Advancement team. Depending on goals and timelines, campaigns can remain active for several months. If your club/organization is interested, reach out to Julianne Merz at julianne.merz@stonybrook.edu or Danyte Reisinger at danyte.reisinger@stonybrook.edu to schedule a meeting and learn more about the program, as well as to determine if your group qualifies. 

• Banking Information for Student Organizations

  Organizations funded by Undergraduate Student Government (USG) are required to utilize USG’s Accounting and Banking services for all of their finances. For External Revenue, this would be done through Agency Accounts in accordance with SUNY Policy. Chapters of national organizations are responsible for following established national guidelines by their governing charters for financial management in off-campus bank accounts. 

  As a general practice, we recommend clubs and organizations do not open private bank accounts on behalf of their club/organization as the account will be associated with an individual rather than an organization. Monies deposited into private bank accounts may be viewed as additional income and may require the individual (who opens the account) to claim funds as income for federal/state tax purposes. It may also impact the individual's ability to be claimed as a "dependant" by a parent/guardian. Monies in these accounts may also affect any financial aid awarded by the University as it is seen as personal monies of the individual associated with the account. Updating information (from one executive board to another) with private bank accounts can also be challenging at times and can result in not being able to utilize funds.

  Agency accounts can be opened through through the Auxiliary Services Association to eliminate the issues above.