The Spring 2026 Process will open on Monday, January 12th with the Proposal Process.
For general information on the process and requirements, please review the information
below.
spring 2026 new Club / Organization Process
The New Club Process will begin on Monday, January 12th, with the Submission of Initial Proposals. Students who wish to participate in the
New Club Process will be able to submit proposals for review by staff in Student Engagement
and Activities, which will then continue through the process. The New Club Process
is broken down into three parts: Initial Proposal, Completion of SBEngaged Club Page,
and Cohort Training Sessions.
We will cap submissions at 30 organizations onboarded through the Spring 2027 New
Club Process and will be reviewing on a rolling basis, first-come, first-served. The
Proposal Process will open on Monday, January 12th at 9:00 AM and close upon receiving
30 submissions, or on Monday, February 9th at 5:00 PM, whichever comes sooner. Submissions received after the closing date will not be accepted, so please ensure
your submission is fully submitted and not "in progress".
Is my organization unique (i.e., are there existing clubs/services on campus that
serve a similar function?)
Before beginning the process, consider whether the idea for a new club/organization
is significantly different from other groups already recognized at Stony Brook.
Be sure to browse SB Engaged and review organizations' statements of purpose and goals to aid you in your research
If you believe your club/organization is not significantly different from other already
recognized groups, you should contact the existing organization to find out how you
can join or support the group's mission. When considering how to support the group's
mission, we recommend enhancing the organization by creating a subcommittee, if applicable.
Am I prepared to dedicate the time required to establish this new organization and
set it up for success?
The new club/organization process typically takes a few months to complete successfully.
If approved, building a club/organization from the ground up takes time and dedication.
Sometimes it may not be the “right” time; therefore, make sure your schedule for the
upcoming semester allows for the time it will take to start a new group.
If the answers to the above questions are yes, then see below for more information
on our new club/organization process.
Step 1:
Opens: Monday, January 12th at 8:00 AM;
Closes: Monday, February 9th at 5:00 PM.
We will cap submissions at 30 organizations onboarded through the Spring 2027 New
Club Process and will be reviewing on a rolling basis, first-come, first-served. The
Proposal Process will open on Monday, January 12th at 9:00 AM and close upon receiving
30 submissions, or on Monday, February 9th at 5:00 PM, whichever comes sooner. Submissions
received after the closing date will not be accepted, so please ensure your submission
is fully submitted and not "in progress".
Step 1 form can be accessed under the Forms Tab on SBEngaged.
Stony Brook University (hereinafter referred to as “SBU”) encourages individuals to
develop in many ways, including self-governance through the creation and management
of a recognized student organization (RSO). RSOs help create a foundation for community,
leadership, and, most importantly, provide a space where students can share their
discourse and discover new skills and experiences. Student organizations ultimately
help encourage and foster vibrancy in student life on campus.
All RSOs are expected to create and maintain a governance system that adheres to University
policy, fostering both individual and group growth and responsibility. Student groups
seeking recognition from the University must complete the New Club/Organization process.
Recognition is the formal process by which Stony Brook University agrees that an organization
may function on campus, enroll members, and identify itself with the University.
Groups interested in obtaining recognition must complete the New Club/Organization Initial Proposal Form,which can be found on SBEngaged. When filling out this form, your potential organization
will be submitting the following information and documentation:
General Overview:
Proposed Organization Name
Statement of Purpose
A Statement of Purpose that is unique to the proposed organization, and does not duplicate
or closely resemble that of an already existing organization. This also includes,
but is not limited to, organizations with similar goals but differing national and
international affiliations, as well as organizations that closely resemble or duplicate
services offered by Stony Brook University offices or departments.
A Statement of Purpose is typically a paragraph that provides the following information:
Why does your club exist?
What does the club do?
How does the organization accomplish the ‘what’?
Uniqueness of the Organization:
Statement indicating how this group would be unique and/or different from other, similar,
existing organizations or opportunities on campus (this statement should clearly demonstrate
what needs this new organization would meet that are not currently being met by existing
organizations, programs, or university services)
External Affiliation:
If your organization has an external affiliation, you must request an authorized letter
of approval from the organization on company letterhead and submit it with your application.
Leadership Structure
Please provide the names of students who are on your proposed leadership team. Student
Engagement and Activities requires a minimum of four officers: President, Vice President,
Secretary, and Treasurer.
What is the structure of your organization's leadership team? What are some responsibilities
and positions you see forming within the organization?
Growth and Sustainability
Please provide information on how you would recruit members. Outside of flyers and
social media, what is your method for ensuring students are aware of your group?
How would you keep students active in your organization?
How would you promote sustainability within your organization when identifying new
leaders for the group? What do you believe the internal structure of your organization
would be when it comes to transitioning officers?
How will your organization contribute to the Stony Brook Community? What is the intended
impact of your organization if it were brought onto campus?
What are your overall goals for your organization if you are an active group? How
do you hope to achieve these goals?
Create Your First Meeting Agenda and Event
Provide a mock first meeting agenda, allotting a 50-minute timeframe, in accordance
with our policies
Provide one event (e.g., fundraisers, socials) that you could envision your organization
hosting. This event should not be the mock first meeting that you have been asked
to provide. When speaking about the event, please provide an itinerary, budget, and
timeline for planning.
Process for Initial Proposals
Review Timeline: Monday, February 9th, 2026, to Monday, March 2nd, 2026.
*This timeline is subject to change, depending on when the initial proposal form closes*
Reviews of initial proposals will be on a rolling basis. During this time, all initial
proposals will be reviewed. The department will make every attempt to communicate
all feedback/decisions by the end of the business day on Monday, March 2nd.
Proposals will be reviewed by a Committee of Professional and Student Staff who have
relevant experience to provide to the mission of the organization. Members may be
included, but not limited to:
SEA Staff (Professional and Students)
USG Club and Organizations Office Representatives
Campus Ministries (if applicable)
Health Science Student Life (if applicable)
Campus Recreation Staff (if applicable)
Departments Relevant to Organizations Statement of Purpose (if applicable)
Proposals must be clear and concise, providing all applicable information for staff
members to determine if the organization:
Purpose and goals are unique and do not duplicate or closely resemble another organization
Adheres to University requirements, guidelines, and policies
Reasons for denial can be found on the right-hand side of the webpage titled "Reasons
for Denial of Recognition." Organizations that do not meet University requirements
for recognition/violate policy, and/or those whose needs cannot be supported or met
by the institution, will not be approved for resubmission.
*Please note any proposed organization that has taken part in the New Club Process
Step 1 or Step 2 in a previous semester but did not gain recognition may apply again,
but must begin the process from the beginning and submit an initial proposal. Please contact us at studentengagement@stonybrook.edu if you have any further questions.
Process for Initial Proposals in Need of Revisions
The resubmission process allows proposed groups to make any necessary changes and
will be reviewed a second time by staff members within the Department of Student Engagement
and Activities, in consultation with other campus partners as needed.
Resubmission Timeline: Monday, March 2nd, to Friday, March 6th.
Resubmission Review Timeline(on a rolling basis): Monday,March 9th to Friday, March 13th, 2026
During the resubmission period:
Groups that are given the opportunity for resubmission are only able to resubmit once.
It is therefore imperative that the submission adheres to all requirements and responds
as best it can to all questions that need clarification.
Review for application submission will be based on a rolling resubmission process.
If a proposed organization receives approval for its initial submission, it will be
able to move to Step 2 in the process.
Proposed organizations that are denied will be encouraged to reapply in future semesters.
There is no appeal process for decisions provided after the second review.
All final decisions will be made and communicated to the primary contact for organizations
that have proposals that need revision updates to move forward to Step 2
We require that all proposed organizations review and utilize the " Club & Org. Resources" section of our website. Additionally, your organization’s proposed core leadership
(President, Vice President, Secretary, and Treasurer) and additional executive board
members must participate in our New Club Cohort. This includes a training series on
foundational basics to help your organization thrive. Leadership will be enrolled
in our Brightspace course, "SEA Student Organization Essentials", and required to attend the following and complete associated quizzes by April 17th, 2026. All quizzes will open on March 23rd, 2026, for leaders to take at their own convenience.
It is expected that the content will be reviewed and the associated quiz completed
with a score of 80% or above to receive credit.
Constitution Creation: The Core 'How To' Guide for Your Organization
Internal Operations: Setting Expectations, Understanding Membership, and How to Run
Meetings
Systems Onboarding: 25Live Overview
Planning Events and Budget Management: An Overview of Programming,
Leaders will have until April 17th to complete all modules in Brightspace.
PreventZone Completion: Complete at your own pace. Must be completed by August 26th, 2026, for all Executive Board Members in the following academic year.
Optional Social Events
Additionally, we offer optional social opportunities that we encourage proposed new
clubs to participate in. See below for more information:
New Club Social, April 15th in the Loft (SAC 221)
New Club Social, April 29th in the Union Multipurpose Room
Please see our SB Engaged page for more details on the events listed above.
New Club / Organization Process Form:
Opens: March 23rd at 8 am
Closes: April 17th at 5 pm
New Club / Organization Process Form ~ Creating your SBEngaged Page (Instructions on accessing the Form are sent during the approval of Step 1)
Proposed groups who have been granted initial approval to move on to Step 2 will need
to complete the New Club/Organization Process form and submit the following criteria:
An executive board consisting minimally of a President, Vice President, Secretary,
and Treasurer. When identifying your board, they should fill out the Executive Board Information Form. All executive board members must meet the following requirements:
Hold only one position on the executive board
Meet the GPA requirement put forth by the Department of Student Engagement and Activities
of 2.25 for undergraduate students and 3.0 for graduate students. This will be based on a person’s cumulative grade point average
Transfer students are eligible to hold executive board positions, provided they are
current SBU students and submit proper verification with their application. This verification
must reflect the student’s name, institution name, and the appropriate cumulative
GPA.
No more than two executive board members for a newly proposed undergraduate organization
may hold a U4 standing to ensure the longevity of the proposed organization. If you
are in an instance where you are of U4 status but not graduating immediately, please
inform us.
Executive board members must maintain appropriate conduct in relation to the University.
Sanctions of University Probation or higher, or a sanction restricting participation
in clubs or organizations or holding leadership positions, disqualify students from
serving in an executive board or leadership position.
Be matriculated and working toward a degree
Confirmation of a faculty or staff member who is willing to serve as the advisor
You will be responsible for finding a faculty/staff advisor and communicating with
them regarding the completion of the advisor agreement form. The advisor agreement form is linked on the SBEngaged page and will be on the Brightspace
Course. We may be able to help you find an advisor. If needed, contact studentengagement@stonybrook.edu.
A constitution that follows the model constitution provided by the Department of Student Engagement and Activities, and is in line with
state regulations.
We recommend that groups attend the constitution workshop before creating their club
constitution. During this workshop, we will discuss common mistakes found in constitutions,
what is required in a constitution vs. what can be changed to best fit the group,
as well as an opportunity to ask questions regarding the club constitution
A general club email address (can be Yahoo, Gmail, etc)
At least 10 general body members on the SB Engaged roster
All Executive board members of the club must attend the new club workshops after approval
(dates to be determined).
Once all steps in this process are completed, the group may be granted recognition.
Please note that this step of the process typically involves multiple resubmissions
based on comments and suggestions from the new club/organization process committee
member who reviews your submission. It is important that resubmissions with changes
are made in a timely manner. Failure to supply resubmissions in a timely manner may
delay the proposed organization's approval to a future semester.
Revitalize a CLUB
Thinking about creating a club that might have existed on campus previously? Check
out our running Recognition Sheet to see the clubs that we have had on campus.
Clubs are eligible for re-registration for up to one academic year/two consecutive
academic semesters of inactivity. During periods of inactivity, organizations are
not permitted to formally operate on campus (i.e., they may not use the University's
name, logo, equipment, or facilities). Organizations that exceed the inactive period
will have their recognition withdrawn and must undergo the New Club/Organization Proposal
or Expansion and Reactivation process, as applicable, to regain recognition.
View our Inactive/Eligible to Re-Register Sheet to determine if the group you are interested in revitalizing requires the new club
process. If you see the group you want to revitalize in the Inactive/Eligible to Re-Register
Sheet, you should register the group following the processes and deadlines outlined
here. All other proposed organizations must participate in this process (or the expansion process for Fraternities/Sororities).
If you have found an organization that you wish to revitalize that has been inactive
for over a year,/two consecutive semesters, please review and follow the steps outlined
on this page regarding the new club process.
Reasons for denial of recognition
The statement of purpose is not unique to the proposed organization, and duplicates
or closely resembles that of an already existing organization. This also includes,
but is not limited to, organizations with similar goals but differing national and
international affiliations, as well as organizations that closely resemble or duplicate
services offered by Stony Brook University offices or departments.
The proposed organization does not comply with the University's requirements, guidelines,
and policies.
The proposed organization provides services similar to those offered by a department
to the campus community.
Organizations whose mission requires a means of infrastructure/functionality that
cannot be supported or met by the institution.
*If a proposed organization is unable to meet all requirements due to extenuating
circumstances, please notify Gillian Farnan at gillian.farnan@stonybrook.edu. Exceptions may be made on a case-by-case basis.
Organizations that duplicate or closely resemble other already recognized student
organizations may be asked to consider becoming a subcommittee of the recognized student
organization. Please review the Subcommittee Guidelines for information on the structure and benefits of becoming a subcommittee.
FUNDING INFORMATION
Undergraduate organizations who are not currently funded by the Undergraduate Student Government can apply for grants, or apply for a Probationary Budget. More information on how
to apply/qualify can be found here.
The expansion process for Fraternities and Sororities is different from the new club
process. All fraternities and sororities wishing to seek recognition from Stony Brook
University may submit a formal letter expressing interest in expanding to sbufsl@stonybrook.edu.
From start to finish, the new club process will take a semester to complete. The whole
semester includes the proposal review process, completion of your organization's SBEngaged
page, and the mandated cohort training sessions/ online quizzes that supplement the
in-person training sessions.
Your organization might have been already identifying leaders to help support your
vision, or you are looking for them now as your proposal as been approved to continu
throughout the process. Please be aware of the following requirements that we have
for student leaders who will be part of a student organization:
Hold only one position on the executive board of your organization unless otherwise
approved by SEA in writing
Be matriculated, currently enrolled in classes, and working toward a degree
Be in appropriate conduct in accordance with the University. Sanctions of University
Probation or higher, or a sanction restricting participation in clubs/organizations
or from holding leadership positions, disqualify students from serving in an executive
board or leadership position.
Meet the minimum GPA requirement for the specific organization type they wish to represent
Undergraduate executive board members must maintain at least a 2.25 cumulative GPA
Graduate executive board members must maintain at least a 3.0 cumulative GPA
Transfer students are permitted to hold executive board positions provided they are
current SBU students and proper verification is provided in the application. This
verification must reflect the student’s name, institution name, and the appropriate
cumulative GPA.
Students affiliated with the Health Science Center must be in good standing with their
program to be a leader of their organization.
For undergraduate organizations: No more than two executive board members for a newly proposed undergraduate organization
may hold a U4 standing in order to ensure the longevity of the proposed organization.
If your U4 standing does not correlate with your graduation date, we will work together
to ensure that you are allowed to be in your leadership position.
Upon approval of your organization's proposal, we will ask for your Proposed Executive
Board to start building out our contact list and to cross-check that all have self-enrolled
in our Brightspace Quizzes. Organization leadership will have the whole semester to
complete quizzes and read up on resources that we have compiled for student organizations'
successes. All leadership will need to receive an 80% or better on the quizzes in
the Brightspace module before the group's approval.
If you receive a denial for your proposal, a justification for the denial is provided.
There is a possibility that you can resubmit your proposal with revisions to be accepted
into the cohort session and SBEngaged phase of the process. If you do not resubmit
your proposal or were denied, you can always apply again during the next acceptance
of proposals. When denied, you should communicate to students who have expressed interest
in the group that you have been denied, and looking forward to trying again.
Your organization is classified as “pending recognition” when your proposal is approved,
and you will begin the new club onboarding process. This pending status does not mean
you are recognized; you cannot start hosting meetings or events. Once all requirements
are completed, you will be able to start hosting meetings – this is typically the
following semester. In the interim, when trying to build interest and awareness for
your organization, you can refer to yourself as an organization seeking University
recognition.
There are many ways to go about seeking interested members: creating an interest form,
asking if you can speak about your proposed organization in classrooms, other club
meetings, or seeking permission to talk about the group in a Residence Hall.
Yes. When you are advertising your organization, you must include that you are in
pending recognition with Student Engagement and Activities and participating in the
new club process. Our students are educated to only associate with organizations that
are recognized on SBEngaged. Since your organization does not have a page, but is
actively seeking recognition, it is important to explain that you are hoping to complete
the process.
You can formally collaborate with other organizations once you are recognized. Our
student organizations are not allowed to associate with groups that are not recognized.
Should recognized student organizations support your efforts while you are pending
recognition, all mentions of your organization must clearly state you are in a pending
status and in the process of seeking recognition and not fully recognized.
The use of the Stony Brook name cannot be used until your organization has officially
become recognized and must comply with our Community Guidelines for Recognized Student
Organizations in regards to our name policy and the use of logos that may want to use Stony Brook-related logos, names, and colors.
Cohort training is essential to providing the tools that are needed to onboard a new
organization. If you have gone through the training within the year of your proposed
organization's new club process, you will be exempt from participating in Brightspace
modules. If you are starting a new organization, but are in another group on campus,
we ask that all Brightspace online modules are to be completed. Please email Student
Engagement and Activities for any extenuating circumstances.
This is dependent on your organization's primary type – undergraduate or graduate
student-focused group. If your organization is primarily for undergraduate students,
you must wait two consecutive semesters (a year) before being eligible to apply for
Probationary Budget Committee (PBC) budgeting. There are instances where the two-semester
rule may not apply. There are opportunities for grants to be completed for undergraduate
clubs, regardless of time on campus. Information can be found here.
Graduate organizations are eligible for funding/reimbursement opportunities once recognized.
Information is here.
Yes, as a new organization it is a requirement to have an advisor for at least a calendar
year. Our Advisor requirements can be further read here, for you to know if a faculty/staff advisor is needed post your one year of existence.
To find a faculty/staff advisor, you can start with any immediate professor, RHD,
or staff member that you believe has the best interest of your organization. We will
also be hosting a social event where potential faculty/staff advisors can be asked
questions, like a speed-dating event, but for finding an advisor.
If your organization does not complete the process, you would have the opportunity
to reapply for the following semester. You will need to communicate to all who have
expressed interest that you have not completed the steps for recognition.
For any further questions please contact the Department of Student Engagement and
Activities. 631-632-9392 | studentengagement@stonybrook.edu
