Club Recognition Process

Club Recognition is the process by which students propose the creation of a new club.

Eligibility Requirements

The following eligibility criteria must be met before club status is considered.

• Mission Statement:

The club's purpose and function must be consistent with the mission statement of the institution(s). A clearly defined statement on how the organization is consistent with the mission of the institution(s) and the Catholic, Benedictine tradition must be included in the constitution. (Refer to the CSB and SJU Mission Statement )

• Membership:

Membership is open to all CSB/SJU students exclusively.  Currently enrolled students must be allowed to join any recognized organization.  Student organizations agree to comply with the Institution’s Joint Human Rights Policy in regard to membership. Organizations must have at least 10 students in order to be recognized.

• Constitution:

The organization must have a constitution that clearly states its purpose and function. Please follow the constitution template on the Student Activities website as closely as possible.  New constitutions should be submitted electronically to jointclub@csbsju.edu and to pdoran@csbsju.edu.  Contact Trish Doran (x5038) if you have questions.

• Advisor:

All student organizations require advisors who are employees of CSB/SJU. Advisors must complete an Advisor Contract to accompany the recognition paperwork, and each year after that as part of club registration.

• Institutional Policy:

Student organizations are required to comply with all institutional policies and procedures as listed in the Bennie Book and the J-Book.

• Joint Club Board (JCB):

Student organizations must comply with the Joint Club Board Guidelines. The guidelines devised by the Joint Club Board apply to both joint and individual campus organizations.

The JCB has two co-chairs.  The CSB Co-Chair shall be the Saint Ben's Senate Student Activities Representative.  The SJU Co-Chair shall be the Saint John's Senate Joint Club Chair.  The Co-Chairs shall preside over all meetings of the JCB and sign approvals of newly recognized joint clubs.  Additional JCB members consist of

•  one auditor from each Senate
•  one CSB student and one SJU student representing Student Activities
•  one CSB student and one SJU student who are current club officers

 The JCB takes an active role in the recognition of campus organizations. Primarily, it evaluates whether a club meets start-up guidelines.  It scrutinizes the constitution of each proposed club and votes on whether to recognize the club or not. Final recognition of a club requires the written signature of the Director of Student Activities & Leadership Development.

Once an organization has been officially approved, the JCB works with the organization to ensure that JCB guidelines are being met and that the organization receives the necessary support. In addition to involvement in the organization recognition process, the JCB reviews club grievances, develops club/organization policy, and is involved in recognizing club achievements annually.

Procedures for New Student Club Recognition

Students are welcomed to organize and join associations whose stated purpose is consistent with the two institution’s mission statements and its Catholic, Benedictine tradition.

Recognition of a student organization by the institution is an acknowledgment that the organization has complied with all eligibility requirements and recognition procedures.  Recognition also implies that the institution approves of the organization’s constitution and bylaws.  Access to certain benefits (listed below) are available to recognized organizations.

A. Potential Clubs must submit the following paperwork to the Department of Student Activities and Leadership Development one full week prior to the date that the Joint Club Board convenes to consider the club proposal:

1. A completed Student Organization Recognition Form including the name and signature of an advisor and a list of club officers
2. A copy of the club's constitution.  Also, email copies of your constitution to pdoran@csbsju.edu and to jcb@csbsju.edu
3. A list of members with each person’s campus phone number and P.O. Box number (a club must have a minimum of 10 members)
4. A signed advisor contract

Click here for a copy of the necessary forms.

B. When all application materials are completed and returned to Student Activities and Leadership Development, Mary Commons 208, the proposed organization’s file is ready for review by the JCB.

Review Process:

1. The JCB will review the materials. The JCB will consult with the appropriate staff, faculty, advisors and/or student groups before considering granting or denying recognition of the proposed organization.  The JCB considers the following questions when evaluating a new club proposal:
1. Is the proposed club sustainable over time?
2. Are the clubs mission and goals consistent with the Benedictine Values?
3. Is the club unique?  Does is duplicate the efforts of an existing club?
4. Is the club beneficial to the CSB/SJU students in a way that is worthy of the commitment of institutional resources?
2. The JCB votes to recognize or deny the proposed student organization. If recognized, the co-chairs sign off on the Recognition Form. This form is then sent to the Director of Student Activities and Leadership Development.
3. The Director of Student Activities and Leadership Development, the official administrative representative for the College of Saint Benedict and Saint John’s University, will then grant or deny recognition. If recognition is granted, the Director signs the Recognition form.
4. The official recognition of joint student organizations is granted when the written signatures of the JCB co-chairs and the Director of Student Activities and Leadership Development are recorded.

Benefits of Recognition

CSB/SJU recognized organizations are eligible for access to a number of services and benefits, which currently include the following:

1. Recognition as an institution-affiliated organization
2. Use of the institution name in the organization’s title and in association with the organization’s activities.
3. Listing of the organization in official publications of the institution including the Bennie Book and the  J-Book.
4. Consideration for funding during the academic year
5. Options for requesting to hold fundraising events and solicitation
6. Use of institutional printing services
7. Use of media services equipment
8. Inclusion in the annual club fair
9. Access to the staff, resources, and services of the Department of Student Activities & Leadership Development
10. General coverage provided under institutional insurance
11. Use of campus wide E-mail system