How to Start a Club

Find a group of interested students
Clubs need at least 8 interested members in order to be able to apply to become an officially recognized Student Government at Utica club. Figure out a goal or agenda that your club has. Make sure your club isn’t covered under the constitution of another club – for example, a Chess club may have problems getting started if a Board Games Club already exists.

• Who will be the President, Vice President, Treasurer, and Secretary of your club
  • All must include their contact information.
• There needs to be signatures of potential club members not just including the officers.
• You also must find an advisor.
  • What is an advisor? An advisor is a faculty or staff member who can support your club’s interests and endeavors, signs paperwork for them, and is a sort of mentor to the group if there are any questions or problems.
• The club must also submit a constitution.
  • What is expected of this constitution? A document listing a number of rules it and its members must abide by. Generally these account for how meetings are run, what duties officers must fulfill, requirements club members have, etc.

Attend a Student Government at Utica meeting

Next step is becoming recognized by the Student Government at Utica. How is this accomplished?

1. A club representative or representatives must attend the Student Government at Utica meeting directly following the approved activation of their club.
2. They must tell the Student Government at Utica their club's goals and aims, as well as general purpose, and what they feel they can bring to the campus.
3. Representatives should be prepared to answer questions regarding the nature of their club, though this is usually a relatively short process.
4. SGU meetings are held at 12:30 in the Multi-Purpose Room in the Student Center, make sure you attend.
   Note: if a member cannot attend a meeting, email the current SGU secretary to see when another meeting would best fit for you.

Maintain Recognition
After you become officially recognized, you have some duties to carry out so your group can remain officially sponsored.

Attend Club Training

Club Training is required for both new and previously activated clubs. This training covers common questions, like how the posting policy works or how to fill out a purchase voucher.

You will receive a binder that contains all the information a club should need, as well as some blank forms in case the club needs to fill any out. To learn more about club training, and find out time training is available, contact the Club Funding Board Org Head.

Attend Club Funding Board meetings

Attending these meetings are vital, but why?

• These meetings are important for spreading news that clubs need to hear regarding fundraisers, events, community service, and more.
• By attending these meetings, you also are considered an active club and this allows for a club to ask for, what is known as, Extra Funding. For more details, email CFB directly or visit the Engage link that explains this more in detail.
• If there are no representatives from the club for 2 weeks, then that club will be frozen.
  • Being frozen means that the club will not be able to access its funds through the Student Government at Utica
  • Will not be able to reserve space for events
  • Or other benefits of a recognized club that is in good standing.

Turn in club meeting minutes 2 times or more a month

Clubs are expected to turn in at least 2 meeting minutes sheets (submitted via Engage) every month. This is to prove not only that the club is active and has active participants, but also to determine if the club is doing anything against its constitution or the rules set down by the Student Government at Utica.

Turn in a free event form within 4 weeks after activation
Every club is expected to have at least one free event per semester. A free event is one that is open to the public and does not cost any admission money. The free event form must be turned in within 4 weeks after their initial activation or reactivation bill passes.

Turn in a fundraiser form within 4 weeks after activation
Every club is expected to have at least one fundraiser per semester. A fundraiser is an event of some kind, be it a party or an auction, that raises money for the club’s endeavors. A fundraiser must be held before a private event can take place unless special permission has been granted by the CFB Chair. Fundraiser Forms are available in doc or pdf format.

Turn in a community service proposal within 4 weeks after activation
Each club is required to do at least one activity counting towards community service per semester. To determine if the activity you would like to partake in to fulfill this requirement is community service or not, talk to the CFB chair. Community Service Forms are available in doc or pdf format. Clubs who have been frozen may need to do community service to regain their non-frozen status.

Post fliers advertising their events at least 2 weeks in advance
A club is expected to have advertising for their event in place at least 2 weeks (14 days) before the event is held. These postings are expected to follow the Student Government at Utica posting policy regarding what must be on the posters and the poster size. Any postings that do not follow these guidelines will be ripped down and will not count towards the 2 weeks of posting time.

Ready to join? Email us at sgu@sunypoly.edu to learn more!
You can also follow us on Instagram at @sunypolysgu for updates regarding open positions!